Administrative Assistant

Essential Job Functions:
• Back-up reception
• Answer questions about the organization, providing callers with address, directions, and other information.
• Welcome on-site visitors, announcing visitors to appropriate personnel.
• Maintain kitchen area & other public use areas.
• Perform a wide variety of administrative duties for multiple supervisors.
• Assist with preparation of presentation materials.
• Prepare agenda and collect materials for meetings and conferences; take minutes and keep records as required.
• Proof and compile staff reports for quality assurance and completeness.
• Arrange essential mail in priority action order and compose correspondence as required.
• Handle all telephone inquiries within own capacity; arrange call backs as needed.
• Coordinate travel for management as needed.
• Ability to maintain a high degree of confidentiality.
• Complete expense reports.
• Perform other clerical duties as needed, such as filing, photocopying, and collating.
• Candidate will work with all departments within the organization and assist as available with any special projects.
• Perform related work as assigned.

Knowledge, Skills and Abilities (KSA):
• Excellent oral and written communication skills.
• Strong organizational, interpersonal and administrative skills required.
• Proficient in Microsoft Word, Excel, and Outlook.
• 2 years experience in administrative capacity.
• Ability to work independently to meet deadlines and complete projects.
• Exceptional guest and client service capabilities.
• Strong customer service background with the ability to multi-task in a fast-paced environment required.
• Enterprising and self-starter with the ability to work with minimal supervision.
• Ability to work well with different personalities.
• Exceptional interpersonal and telephone skills, esp. when handling high volume of inbound telephone calls.
• MUST BE ABLE TO WORK EVENING AND WEEKENDS and/or holidays & overtime as required.
• Ability to access and accurately input information using a moderately complex computer system.
• Bilingual skills (Spanish) a plus.
Working Conditions:
• Must be able to sit for extended periods of time while working on a computer.
• Must be able to lift 15 pounds and carry for a short distance.

QUALIFICATION STANDARDS

Any combination of education and experience, equivalent training or experience that provides the required knowledge, skills and abilities. High school diploma preferred.

Grooming: Employee must maintain a neat, well-groomed and professional appearance that conveys professionalism at all times, whether in the office or out of the office, particularly during events.