What are the responsibilities and job description for the Administrative Assistant position at Stoughton?
Job Purpose:
The Administrative Assistant provides support to managers and employees, assisting in daily office needs and managing the company's general administrative activities.
Essential Duties and Responsibilities:
- Oversight of the front office/reception
- Act as the point of contact for internal and external clients/visitors
- First point contact for the phone lines and transferring calls to the appropriate contact
- Receipt, processing, and distribution of days mail
- Develop and maintain a filing system.
- Provide general administrative duties including transcription, word processing, MS Power Point, and record keeping for the administrative departments.
- Organize and schedule meetings as well as take detailed minutes to send out to meeting participants.
- Monitor office supply closet inventories and place orders as required
- Assist with the coordination of onsite company events such as townhalls, after hours events, lunches for onsite meetings, etc.
- Ensure that all conference room fridges are stocked.
- Coordinating office space for new employees including updated name plates and office supplies for their first day.
- Manage the booking process for use of the company jet.
- Arrange for all flight, hotel, and rental car rates and complete reservations for all company departments.
- Perform all assigned tasks in a safe, efficient, timely, and accurate and highly productive manner according to company policy.
- Contribute to the team effort to produce a quality product.
- Attend scheduled work hours on a regular and timely basis with the ability to work overtime as needed. Maintain good attendance.
Above is a list of the most important responsibilities and functions, which are essential to the position. Employees must be able to perform these essential functions satisfactorily with or without a reasonable accommodation. Accommodations will be evaluated and provided to eligible employees on a case by case basis, depending on the employee's medical restrictions, work availability, the nature of the position, the position's essential functions and other relevant factors.
Qualifications:
- Knowledge, Skills, & Abilities:
- Proven experience as an Administrative Assistant, Virtual Assistant, or Office Admin Assistant
- Knowledge of office management systems and procedures
- Working knowledge of office equipment, like printers and fax machines
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
