Administrative Assistant

Administrative Assistant           

JOB SUMMARY:

The Administrative Assistant represents Alliance Trust on the telephone and by welcoming visitors, 
prospects, clients. The Administrative Assistant is an organized multi-tasker who handles the 
multiple activities at our front desk as well as the electronic file program. The Administrative 
Assistant is responsible for answering phone calls, handling incoming and outgoing mail timely, 
ensuring the integrity of our electronic files, maintaining our office supply inventory, providing 
in-office support to our remote workforce and other essential functions around and across the 
organization.

Our company strives to uphold a professional and welcoming environment, the administrative 
assistant is the front line reflecting our culture.

DUTIES AND ESSENTIAL JOB FUNCTIONS:

•  Moderate to high-volume of incoming calls, including answering, screening and directing 
client/prospect calls.
•  Receive, sort and distribute incoming mail.
•  Label, scan and send outgoing mail and FedEx packages.
•  Electronic and physical filing of documents, including ensuring quality of scanned documents and 
integrity of both the hard-copy and electronic files for our clients.
•  Greet clients/prospects/visitors in a professional and friendly fashion and assist them with 
refreshments.
•  Inventory and order office supplies.
•  Support in-office functions for remote work-force across the organization.
•  Errands (post-office, financial deposits, etc.).
•  Other duties as assigned

QUALIFICATIONS:

•  Ability to help maintain a welcoming and professional environment.
•  Knowledge of business etiquette and professional appearance.
•  Work well in a fast paced and high-pressure environment.
•  Proficiency in Microsoft Word, Excel and Outlook.
•  Excellent written, verbal and interpersonal communication skills.
•  Ability to be in the office during working hours.
•  Experience in a customer service/office environment.

EDUCATION:

High School Diploma required; Associate's degree or professional certificate preferred.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully 
perform the essential functions of this job. Reasonable accommodations may be made to enable 
individuals with disabilities to perform the essential job functions.

Environment & Physical Requirements: 

Work is performed primarily in a standard office setting.

Primary functions require sufficient physical ability and mobility to work in an office 
setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, 
reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate 
office equipment requiring repetitive hand movement and fine coordination including use of a 
computer keyboard; and to verbally communicate to exchange information.