What are the responsibilities and job description for the Administrative Assistant (Part-Time) position at Thompson Hospitality Corporation?
Schedule: Tuesday-Thursday, 8am-5pm, 24 hours/week
We are looking for an Administrative Assistant to manage our front desk and perform a variety of administrative and clerical tasks, reporting to the Executive Assistant. As the Administrative Assistant, you will be the first point of contact for our company. You will also coordinate front-desk activities, including distributing correspondence and redirecting phone calls.
Other responsibilities include managing calendars, making travel arrangements, and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills, and be able to act without guidance.
Competitive Benefits:
- Health/Dental/Vision coverage
- Paid Time Off
- 401(k) with company match
- Short and Long-Term Disability
- Tuition Reimbursement
- Employee Referral Program
- Pet Insurance
- Discounts: Hotels, Travel, Tickets, Restaurants
- Eligibility for discounted meal plan at HBCU client locations
- Greet and welcome guests as soon as they arrive at the office.
- Direct visitors to the appropriate person and office.
- Answer, screen, and forward incoming phone calls.
- Ensure the reception area, kitchen, mailroom, copy room, and boardroom are tidy and presentable, with all necessary stationery and material.
- Provide basic and accurate information in-person and via phone/email.
- Receive, sort, and distribute daily mail/deliveries. Maintain the stamp machine, add postage, and change ink when necessary.
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook).
- Inventory of office/kitchen supplies and keep stocked.
- Update calendars and schedule meetings.
- Create birthday/anniversary posters and letters.
- Prioritize and perform other clerical duties.
- Assist various departments with administrative duties.
- Act as the point of contact among executives, employees, clients, and other external partners.
- Manage information flow in a timely and accurate manner.
- Manage conference room calendars and set up meetings.
- Make travel and accommodation arrangements.
- Format information for internal and external communication – memos, emails, presentations, reports.
- Take minutes during meetings.
- 2-3 years of Work experience as an Administrative Assistant, Front Office Representative, or similar role
- Excellent verbal and written communications skills
- Discretion and confidentiality
- Proficiency in Microsoft Office Suite
- Hands-on experience with office equipment (e.g. fax machines and printers)
- Professional attitude and appearance.
- Excellent organizational skills and attention to detail.
- Multitasking and time-management skills, with the ability to prioritize tasks.
- Customer service attitude.
- High school diploma, additional certification in Office Management is a plus.
Thompson Hospitality is the nation’s largest minority-owned food and facilities management company. Our services include hospitality, full dining and quick service restaurants, campus dining, diversity consultation, facility operations and maintenance management. We are a family-run organization with more than twenty-five years providing services built on our core mission to provide a positive experience to every relationship we are involved in: one guest, one client, one team member at a time. As a fast growing company, we have a growth plan to more than double in size over the next three years. We are looking for team members who are interested in developing their careers to the next level while joining our team of over 4,000 employees, serving clients in over 40 states to include more than 1.9 million guests each year. Thompson Hospitality focuses on three core areas in everything we do:
- Purpose
- Give back to our communities
- Celebrate diversity
-
People
- Do the right thing
- Treat people the way you want to be treated
- Always do your best
- Be accountable for our actions
-
Performance
- Serve the highest quality food
- Provide world-class service
- Maintain flexibility to better serve our clients
We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
