Administrative Assistant

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team in Scottsdale. As an Administrative Assistant, you will be responsible for providing administrative support to ensure efficient operation of the office. The successful candidate will be a proactive problem solver with excellent communication skills and the ability to multitask in a fast-paced environment. 

JOB SUMMARY: 

This position requires knowledge of basic clerical functions, data input, customer service principles or event planning. Employee will be responsible for filing, faxing, copying, directing phone and walk-in customers, performing basic data entry, distributing mail or other work as so directed by the Executive Director, Director of Operation's or Marketing. 

DUTIES & RESPONSIBILITIES: (These duties are a representative sample; position assignments may vary.) 

• Performs a variety of routine clerical duties, including filing, faxing, making copies, answering and transferring phone calls, and/or, performing other related activities
• Maintain calendars and schedule appointments
• Arrange meetings and conference calls
• Receives, sorts and distributes mail; opens generally addressed mail and distributes appropriately
• Assembles and distributes or mails applications, forms and general information requested by visitors, applicants, students or the general public
• Enters a variety of information into databases, spreadsheets, and/or other related computer-based programs
• Monitors office supplies and initiates requisitions to replenish; submits to supervisor for approval
• Compiles and tabulates various data or statistics for records or recurring reports such as time sheets, office activity reports or statement reconciliation
• Oversees guest areas for appropriateness before daily activities including cleanliness and organization

• Assists in scheduling and intake process for new clients as directed
• Prepares for all meetings including Board meetings. 
• Organization and inventory for special events. 
• Running office errands, shopping for supplies
• Assist with event planning
• Make travel arrangements and prepare expense reports

COMPETENCIES: 

• Knowledge of standard office practices and procedures
• Customer service principles
• Skill in composing routine letters and preparing reports
• Skill in both verbal and written communication
• Skill in the operation of a variety of office machines
• Skill in typing/word processing
• Must be organized and detail orientated
• Time Management
• Operating a computer and related software applications

Minimum Qualifications: 

• High school diploma or equivalent

• 2 years of experience in a similar administrative role
• Proficient in Microsoft Office Suite
• Excellent communication and organizational skills
• Ability to multitask and prioritize tasks effectively
• Must be comfortable around animals and working in a farm office.
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Preferred Qualifications: 

• Associate's or Bachelor's degree in Business Administration or related field
• Experience with records management
• Experience with calendar management software
• Experience with multi-line phone systems

Physical Requirements: 

This position typically requires: reaching, standing, walking, pushing, pulling, lifting, finger dexterity, grasping, talking, hearing, seeing and repetitive motions. 

Light Work: Exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or negligible amount of force constantly to move objects. The use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work. 

This description is intended to be generic in nature. It is not intended to determine specific duties and responsibilities of any particular position. It is not intended to limit in any way the right of supervisors to assign, direct and control the work of employees under their supervision. Essential functions and overtime eligibility may vary based on the specific tasks assigned to the position.