Administrative Assistant

Description

KEY RESPONSIBILITIES

• Provide comprehensive front desk support to employees, guests, and clients.
• Resolve day-to-day administrative problems independently and efficiently.
• Answer and direct phone calls, emails, and face to face enquiries.
• Utilize polite and professional communication while answering phone calls, emails, and mail.
• Organize the studio-wide calendar to ensure timely and smooth meeting transitions while avoiding scheduling conflicts.
• Prepare and organize meeting spaces for executives and clients.
• Carry out administrative duties such as filing, copying, binding, scanning, packaging, etc.
• Produce and distribute correspondence memos, letters, and forms as needed.
• Maintain contact lists on multiple platforms.
• Handle sensitive information in a confidential manner.
• Develop and update administrative systems as necessary to enhance efficiency.
• Utilize graphic design to create visually engaging company newsletters.
• Arrange, receive, sort, and distribute the mail.
• Handle complex domestic and international shipments.
• Manage daily upkeep of studio space (e.g. running dishwashers, cleaning kitchen space and/or conference rooms, opening and closing procedures).
• Coordinate regularly with maintenance, handyman, security, housekeeping, and various vendors. Ensure operation of equipment by completing preventative measures, calling for repairs, and evaluating equipment often.
• Maintain supplies inventory and anticipate supplies needs.
• Coordinate internal catering needs.
• Coordinate and provide support planning internal and external company events.
• Train staff and administrative team on general operational responsibilities
• Troubleshoot technical software or equipment issues as needed.
• Assist Librarian with general maintenance and organization of the Materials and Resource Library.
• Assist Program Management team in general database upkeep and reports management.
• Assist Accounting team in general credit card reconciliation and management of staff’s timekeeping policies at the end of each pay-period.
• Assist Executive Assistant on general C-Suite support and needs
• Assist the staff in day-to-day errands, general support, and miscellaneous tasks.
• Contribute to team effort by accomplishing related results

SKILLS, CORE COMPETENCIES, & PHYSICAL REQUIREMENTS

• Excellent customer service skills; strong interpersonal skills including patience, flexibility, judgment, discretion, and tact.
• Self-starter with strong independent judgment, discretion, and critical thinking; ability to work autonomously as well as part of a team, and to stay focused under pressure.
• Keen analytic and problem-solving skills that support and enable sound decision-making
• Ability to organize and manage multiple projects in a very fast-paced, performance-oriented environment.
• Meticulous attention to detail and ability to master new tasks quickly.
• Excellent communications skills, including the ability to write and edit polished communications
• Model professional presentation/behavior, exercising discretion and confidentiality.
• Ability to work in a multicultural environment with a diverse staff and clientele.
• Ability to shift gears and modify plans with ease and professionalism
• Proficient in Microsoft Word, Microsoft Excel, and Microsoft Outlook
• High School Degree; Additional qualification as an Administrative Assistant will be a plus

• Task Focus: Delivers legendary service to clients and vendors that meets and exceeds expectations
• Ethics & Integrity: Adheres to the Company’s values, beliefs, and principles of innovation and excellence in design
• Composure: Remains calm, maintains perspective, and responds in a professional manner when faced with tough situations
• Personal Learning: Takes personal responsibility for the continuous learning of new knowledge, skills, and experiences
• Dealing with Ambiguity: Able to successfully function during times of uncertainty and changing priorities
• Decision-Making: Makes keen, timely decisions based on a mixture of analysis, wisdom, experience and judgment
• Interpersonal Savvy: Builds effective relationships with all people up, down and sideways, inside and outside of the Company
• Results Oriented: Gets results and achieves goals

• This position will be working in a typical office setting, with no extremes in temperature or lighting
• Applicants should be able to work with equipment typically found in an office and should be able to perform the essential functions of the job, with or without accommodation. Possible accommodation needed should be discussed prior to the onset of employment and/or the interview process.
• Driver’s license to run errands as needed (if you have a car, that’s a plus)
• Ability to lift 25lbs and transport items in and out of vehicles. Ability to work on feet/run errands for 4 hours per day as needed. Ability to sit at a desk for 6 hours per day

BENEFITS

• Full Healthcare Coverage
• 401(k) Safe Harbor Matching
• Pre-Tax Flexible Spending Account
• Pre-Tax Commuter Benefits
• Pre-Tax Traditional IRA
• Generous Paid Time Off
• Monthly Cellphone Use Allowance
• Monthly Fitness and Wellness Allowance
• Professional Development Allowance
• Supplemental Parental Leave Benefits

About NICOLEHOLLIS