Administrative Assistant

Skills
At least 3-5 years of experience in general office responsibilities and procedures.

Job Overview
As an Administrative Assistant, you will play a crucial role in supporting the efficient operation of the office by handling various administrative tasks and ensuring smooth communication between team members and clients.

Duties

• Oversees all aspects of general office coordination.
• Maintains office calendar to coordinate work flow and meetings.
• Maintain confidentiality in all aspects of client, staff and agency information.
• Interact with clients, vendors and visitors.
• Answer incoming calls and transfer to the appropriate staff member.
• Open, sort and distribute incoming correspondence, including faxes and email.
• Sign for and distribute UPS/FedEx or similarly delivered packages.
• Prepare responses to correspondence containing routine inquiries.
• Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing and filing.
• File and retrieve organizational documents, records and reports.
• Coordinate and maintain records for staff, office space, telephones, and office keys.
• Coordinate and direct office services such as records, budget preparation, personnel and housekeeping.
• Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, QuickBooks or other programs.
• May conduct research, compile data and prepare papers for consideration and presentation to the Branch Manager and staff.
• Set up and Prepare agendas; coordinate and make arrangements for meetings.
• Compile, transcribe and distribute minutes of meetings.
• Make travel arrangements for staff, supervisors and managers
• Collect and maintain inventory of office equipment and supplies.
• Support staff in assigned project‐based work.
• May supervise volunteers and other support personnel.
• Assists in special events, such as employee luncheons and annual employee gatherings.
• Assist with overall maintenance of the facility through interacting with Maintenance vendors and Service Providers.

Skills

• At least 3-5 years of experience in general office responsibilities and procedures.
• Knowledge of principles and practices of basic office management and facility maintenance.
• Knowledge of basic principles and practices of bookkeeping and accounting functions.
• Ability to work well either alone or as part of a team.
• Proficient in Microsoft Office including Word, Excel, Outlook and PowerPoint.

Job Type: Full-time

Experience:

• Administrative: 3 years (Required)

Ability to Commute:

• Nashville, TN 37214 (Required)

Work Location: In person