Administrative Assistant

Overview

The Administrative Assistant provides general office support with a variety of clerical activities and related tasks.  This role may also assist with general marketing support for corporate marketing initiatives and business development activities.

Responsibilities

• Performs a variety of administrative functions including, but not limited to ordering of office supplies, distributing companywide announcements, tracking vacation schedules, and overseeing large print projects.
• Types and designs general correspondences, memos, etc. Proofreads documents for spelling, grammar and layout, making appropriate changes.
• Orders, organizes and maintains office supply inventory, and ensure print rooms office supply is stocked.
• Assists with planning and coordinating employee events, lunch n learns and special marketing events.
• Reviews and edits proposals and populates project data sheets on all new projects.
• Reviews and edits reports for various departments.
• Delivers/picks-up plans and other important documents, etc.
• Assists with tracking, organizing and maintaining promo/marketing materials and displays.
• Answers, screens, and forwards incoming phone calls while providing basic information when needed.
• Greets and directs visitors to the company.
• Takes and retrieves messages for various personnel.
• Receives, sorts and forwards incoming mail, deliveries, and couriers.
• Arranges lunches/catering for meetings and workshops.
• Assists with other related clerical duties such as photocopying, faxing, filing, and collating.
• Coordinates building maintenance and reports issues.
• Prepares qualifications and populates standard forms on RFP responses.
• Reviews and populates proposal metrics.
• Stocks kitchen supplies, beverages, snacks, etc.
• Prepares new employee workspaces.
• Performs other duties as assigned.

Qualifications

Formal Education, Licenses and Certifications

• High School diploma required.
• Associate’s or Bachelor's degree preferred.

Knowledge and Experience

• 3-5 years of office administration experience required.
• Must have solid Microsoft Office knowledge (primarily Outlook, Word, Excel).
• Knowledge of efficient office procedures.
• Experience in coordinating events, both internal and external.
• Minimum of 1 year of marketing experience highly preferred.
• Knowledge of marketing, branding and communications highly preferred.
• Experienced in developing and maintaining project information sheets and technical staff resumes preferred.
• Knowledge of Adobe Creative Suite preferred.

Competencies and Personal Attributes

• Professional appearance and attitude.
• Exceptionally organized.
• Reliable and punctual.
• Good working knowledge of English grammar, punctuation, spelling and style.
• Ability to accurately proofread and pay special attention to detail.
• Ability to organize, multitask, and prioritize tasks.
• Ability to communicate effectively verbally and in writing.
• Ability to interact with employees and vendors in a professional manner.
• Proactive personality and character demonstrating an ability to complete activities.
• Ability to maintain confidentiality and handle all conversations / interactions with the utmost professionalism.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is a largely a sedentary role: however, while performing the duties of this job, the employee is regularly required to type, file or lift office supplies up to 20 pounds. The employee is frequently required to stand, talk and hear.

Availability

This is a full-time position. Days and hours of work are Monday through Friday, 8 a.m. to 5 p.m.

Travel

No travel is expected for this position.