Administrative Assistant I

GCI's Administrative Assistant I will provide comprehensive administrative and staff support in an in-office capacity to ensure smooth daily operations across the organization. Responsibilities include preparing reports and presentation materials, managing correspondence, welcoming and directing visitors, coordinating meetings, and performing a variety of assigned tasks to support team efficiency and effectiveness. ESSENTIAL DUTIES AND RESPONSIBILITIES AT ALL LEVELS:

Office Operations

• Manage the reception and mail areas in the Executive offices, supporting general office upkeep and organization.
• Maintain the appearance and cleanliness of the dining den, break rooms, and conference rooms.
• Order and maintain office and kitchen supplies, ensuring refrigerators are well stocked.
• Monitor and manage office equipment and service requests.
• Assist with tracking budgets and expenditures, following company policy and procedures. 
• Process invoices and expense reports, ensuring accurate and on-time coding and reconciliation.
• Maintain electronic and paper filing systems, updating databases and records as needed.
• Support team projects with research, coordination, and administrative tasks.

Scheduling & Coordination

• Manage calendars and schedule meetings and conference bridges.
• Resolve scheduling conflicts or redirect inquiries to the appropriate person.
• Reserve meeting rooms, assist with preparation of materials, set up audio/visual equipment, order meals.
• Coordinate travel arrangements and itineraries.
• Assist with organizing events, conferences, or team activities

Customer & Visitor Interaction

• Greet and assist visitors, ensuring a professional and welcoming environment.
• Act as point of contact for building access, validate visitor need for facility access, check for proper identification, and arrange for escort in secure facilities.
• Answer and direct phone calls, take messages, determine needs, and respond to general questions.
• Handle complaints or concerns with empathy and efficiency.
• Provide solutions or alternatives when requests cannot be immediately fulfilled.
• Handle incoming and outgoing correspondence, respond to emails and other communications.
• Sort and distribute department mail, ensuring documents or packages are delivered to the correct recipient.
  • Ability to successfully interact and collaborate with senior management, colleagues, business partners, customers, contractors, and vendors.
  • Ability to build positive relationships with internal and external stakeholders, and professionally handle inquiries and resolve issues.
  • Excellent communication and interpersonal skills with the ability to patiently and accurately articulate information to internal and external audiences, professionally handle inquiries and complaints, and communicate effectively with the team.
  • Sufficient proofreading and editing skills, grammar, punctuation, formatting, and consistency to ensure accuracy and professionalism in all written materials.
  • Ability to maintain the highest levels of confidentiality when working with proprietary, customer, and employee information.
  • Strong knowledge of general business practices and professional standards.
  • Organized with the ability to effectively manage multiple projects, prioritize, and work under pressure to meet tight deadlines.
  • Strong attention to detail with high degree of accuracy in data entry.
  • Ability to adapt to shifting priorities and deadlines, maintaining productivity in a fast-paced environment.
  • Familiarity with Adobe applications.
  • Understanding of records management systems to include hard and soft copy filing.
  • Ability to type a minimum of 40 words per minute (WPM) and proficient 10-key skills.

COMPETENCIES:

• ACCOUNTABILITY- Takes ownership for actions, decisions, and results; openly accepts feedback and demonstrates a willingness to improve.
• BASIC PRINCIPLES - Interacts with people in a way that builds mutual trust, confidence, and respect; adheres to GCI’s Code of Conduct for Employees – the Basic Principles.
• COLLABORATION - Works effectively with others to accomplish common goals and objectives; maintains positive relationships even under difficult circumstances.
• COMMUNICATION- Conveys thoughts and expresses ideas appropriately and professionally.
• COMPLIANCE - Follows internal controls; protects confidential information; abides by GCI’s Code of Business Conduct & Ethics.
• CUSTOMER FOCUS - Demonstrates commitment to service excellence; gives high pri