Job Details
Job Description - Administrative Assistant
General Description
The Administrative Assistant provides direct administrative support to the leadership team and performs the front desk functions at QISG.
Duties
- Welcome and direct QISG visitors and notify employees of visitor arrivals/deliveries
- Manage the process for checking guests in and out by maintaining detailed visitor logs
- Assign and collect visitor badges and keep thorough records of each badge assignment
- Book conference rooms as needed and work with Facilities Coordinator to ensure rooms are neat, presentable, and stocked with the appropriate supplies
- Retrieve information from records, email, minutes, and other related documents as requested; prepare written summaries of data as needed
- Respond to and resolve administrative inquiries and questions
- Coordinate, schedule and arrange travel, meetings, and appointments as requested
- Assist with the coordination and planning of company events and meetings
- Prepare agendas and schedules for meetings
- Record and distribute minutes and other records for meetings
- Assist leadership team by processing purchase card expense reports and reimbursement requests
- Serve as backup to the Facilities Coordinator when requested
- Adhere to internal standards, policies, and procedures
- Perform special projects and complete any other duties as assigned or requested
Required Experience and Education
- High school diploma, or equivalent
- 2+ years' experience in an administrative support role
Skills
- Excellent interpersonal and customer service skills
- Strong communication skills (both written and verbal) with the ability to communicate effectively and professionally to all levels of the organization
- Proficient in Microsoft Office Suite
- Strong organizational skills and attention to detail
- Sound decision making and problem-solving skills
- Basic understanding of clerical procedures/systems, such as recordkeeping and filing
- Ability to work independently while supporting the needs of the team
Physical Requirements
- Must be able to lift up to 15 pounds at times
- Must be able to bend, lift, stretch, climb, and crawl to maintain equipment and office space
Travel Requirements