Administrative Assistant

Purpose

The Administrative Assistant supports the administrative and business activities of the support center office and provides administrative support to the team. The Administrative Assistant will organize various office tasks and functions to ensure office operations run smoothly at all times. Tasks include, but are not limited to, front desk management, answering phones, maintaining office supplies, and scheduling meetings and appointments. The Administrative Assistant directly supports the day to day operations of the fast-paced environment where confidentiality and professionalism are top priority. This position reports to the Director of Strategic Projects and Planning.

Working Conditions

• Subject to frequent interruptions
• Involved with associates, visitors, government agencies/personnel, etc. under all conditions and circumstances
• Subject to hostile and emotionally upset residents, family members, etc.
• May work beyond normal working hours when necessary

Education and Experience

• Must have high school diploma or equivalent
• 2 years’ experience supporting senior level executives
• Proficiency in Microsoft Office (Word, Excel, Outlook, Powerpoint) software highly desired

Specific Requirements

• Must demonstrate excellent customer service and hospitality (especially telephone skills).
• Must work efficiently and effectively with little to no supervision.
• Must demonstrate effective written and verbal communication skills.
• Must be organized with attention to detail.
• Must prioritize appropriately and meet deadlines.
• Must perform proficiently in all applicable competency areas
• Maintains professional working relationships with all associates, vendors, etc.
• Maintains confidentiality of all proprietary and/or confidential information
• Must understand and follow company policies including harassment and compliance procedures
• Displays integrity and professionalism by adhering to Century Parks’ Code of Ethics and completes all required compliance training

Primary Job Responsibilities

Below is a description of basic job duties though other related duties may become necessary as directed by supervisor.

Support for Office:

• Accumulates and maintains accurate reports and files
• Assists with coordination of meetings and various events throughout the year
• Provides administrative support for the support center
• Contributes to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

Office Duties

• Greet visitors and point them in the right direction, answer inquiries and create a welcoming environment.
• Manage communications including emails and phone calls
• Screen phone calls, redirect calls and take messages; add calls to the complaint tracker and send follow-ups as requested
• Performs variety of functions accurately and timely
• Schedule appointments, meetings and reservations as needed.
• Receive deliveries, sort and distribute incoming mail
• Maintain and order office supplies
• Coordinate staff travel arrangements including transportation and accommodations
• Must be able to maintain an organized and well-ordered office space
• Provides requested reports and information timely to Director
• Works cooperatively with vendors, suppliers, contractors, community staff
• Provides administrative support for the support center staff as assigned by the Director of Strategic Projects and Planning
• Sends out monthly G.E.M. communication to leadership team and Director of Talent Development. Keeps the tracker maintained timely.
• Assists with Expense Report review
• Assists with social media tracking, follow-ups and communications
• Maintains contact sheets and directories monthly with routine updates as changes occur
• Maintains office equipment daily, fills paper and toner, requests service when needed

Essential Functions

• Must be able to effectively handle a variety of projects, prioritize to meet deadlines, and maintain workflow under pressure
• Must be an effective communicator both verbally and in writing
• Must be able to maintain a high degree of discretion and confidentiality
• Must exhibit excellent customer service and a positive attitude
• Must be able to read, write, speak, and understand the English language
• Must demonstrate dependable, regular attendance
• Must be able to concentrate and use reasoning skills and good judgment.
• Must be able to communicate and function in an interdisciplinary team.
• Must be able to sit, stand, bend, lift, push, pull, stoop, walk, reach, and move intermittently during working hours
• Must be able to lift weight as deemed appropriate for the position

Core Character Traits

• Communicate with Dignity and Respect
• Promote Excellence through Transparency, Honesty and Accountability
• Create a Welcoming Environment for all through Diversity and Inclusion
• Demonstrate Good Citizenship through Fairness, Caring, and Cooperation

An Equal Opportunity Employer