Job Details
Job Summary:
The Administrative Assistant will provide high-level administrative support to CEO, office manager and other management staff.
Duties/Responsibilities:
- Provide administrative support to Management to ensure efficient operations.
- Answer phone calls, schedules meetings and supports visitors.
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Complete operational requirements by scheduling and assigning administrative projects and expediting work results.
- Make travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
- Exhibit polite and professional communication via phone, e-mail, and mail.
- Support team by performing tasks related to organization and strong communication.
- Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
- Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
- Provides information by answering questions and requests.
- Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
- Contributes to team effort by accomplishing related results as needed.
- Issue all appropriate legal paperwork (e.g. contracts and terms of agreement).
- Create and maintain comprehensive project documentation, plans and reports.
- Coordinate with Insurance providers.
- Performs additional duties as assigned by executives.
Required Skills/Abilities:
- Excellent verbal and written communication skills.
- Knowledge of QuickBooks.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to function well in a high-paced and at times stressful environment.
- Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
- Ability to notarize documents is preferred.
- Construction or trade experience is preferred.
- Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.