Assistant 4

Position Description:

• Maintain orderly front desk/reception area.
• Staff front desk phones. Check and deliver messages from general account. Direct incoming calls.
• Control access at front doors and ensure security policies are maintained (e.g., visitor sign-in, verification of visitor credentials, etc.)
• Learn standard [Company] formatting and templates.
• Type and prepare sophisticated reports, memos, spreadsheets, presentations. Conduct basic editing and QC of documents.
• Required MS Word skills include automated table of contents, captioning, cross referencing, and image insertion.
• Required MS Excel skills include table formatting, basic math formulas, and print formatting.
• Required MS PowerPoint skills include animation, master slide formatting, and image library management.
• Coordination with building management.
• Manage calendars for equipment check out (overhead projectors, digital camera, office vehicles).
• Manage FedEx/UPS packages (pick-up and drop-off) on a daily basis.
• Track whereabouts and contact information for all staff.
• Maintain copiers and printers, including ink supplies, paper supplies, and maintenance calls.
• Ensure stock room is orderly and equipment is in working order.
• Maintain stock of general office supplies such as binding material for reports, pens, card stock, and shipping boxes.
• Pick-up and drop-off US Mail on a daily basis; place mail in office mailboxes.
• Monitor fax machine, notify recipient of fax, and place in mailbox on a daily basis.
• Maintain all common office areas, including calendar schedules, and ensure the office is orderly and well maintained (i.e. equipment operating as designed.
• Maintain paper trays for office printers.
• Assist in the preparation of office/client meetings including slide presentations, foam board posters, ordering of refreshments/food as necessary. Clean out rooms after meetings.
• Assist with travel arrangements for incoming and leaving staff using Online Travel Site.
• Manage/file central document repository.
• Make coffee. Empty and load dishwasher. Maintain kitchen/refrigerator area to ensure it is orderly and well maintained. Maintain orderliness conference and common areas.
• Order and pick-up lunch.
• Arrange meetings.
• Manage office suppliers contracts.
• Manage cleaning staff contracts.
• Coordinate IT Help requests.

Basic and Required Qualifications:

• Minimum years of experience: 3 + years of professional work experience as an Administrative Assistant.
• Education required: Associates Degree or equivalent experience plus appropriate continuing education.
• Skills required: MS Word skills including automated table of contents, captioning, cross referencing, and image insertion, MS Excel skills include table formatting, basic math formulas, and print formatting, MS PowerPoint skills include animation, master slide formatting, and image library management. Typing and preparation of sophisticated reports, memos, spreadsheets, and presentations. Conduct basic editing and QC of documents.

Additional and Preferred Qualifications:

• Education preferred: Bachelors Degree
• Registrations/Certifications preferred: MS Office Suite Certifications are a plus
• Years’ experience preferred: 3-7 years’ experience as an Office or Executive Administrator.
• This position does require travel. Travel amount is negligible.
• A valid driver's license and clean driving record is required for this position.
• This position does not manage others.