Administrative Assistant

Description

JOB SUMMARY

The Administrative Assistant is responsible for executing general administrative functions and activities of the Birchstone corporate office. This individual will provide support to managers and employees through a variety of tasks related to organization and communication. While responsible for confidential and time sensitive material, the Administrative Assistant must rely on experience and judgment to plan and accomplish goals with a practical, creative, and knowledgeable approach. 

ESSENTIAL DUTIES

To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

• Performs general clerical duties including making photocopies, and sending, sorting, or distributing faxes, emails, and letters, etc.
• Manages the reception area; greet guests and escort them to appropriate meeting spaces.
• Politely and professionally answers telephone calls, emails, and other inquiries from team members, residents, vendors, etc. and directs them to relevant staff.
• Maintain accurate and complete office files; implement efficient system for team members and management to access files and records.
• Reserving and preparing meeting spaces for internal or external meetings or luncheons.
• Responds to and resolves administrative inquiries and questions.
• Monitors office supplies and submit orders for new stationary, furniture, appliances, and electronics to the Office Manager as needed or requested.
• Periodically completes varying projects using different Microsoft Office tools.
• Provide support and assistance in the execution of special projects and assignments.
• Promptly identify and resolve any safety hazards, unkempt workspaces, etc. within the assigned department in an effort to ensure a safe and productive work environment.
• Other duties as assigned.

Requirements

EDUCATION & EXPERIENCE:

• High School Diploma or Equivalent required; an Associate’s degree in office administration or related field preferred.
• Two (2) years of experience in an administrative or clerical role required.
• One (1) or more years of work experience in a customer service or administrative role required.

KNOWLEDGE & SKILLS:

• Ability to type at least 60 words per minute.
• Excellent written and verbal communications skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational and time management skills; strong attention to detail.
• Strong data entry skills.
• Ability to maintain confidential and meticulous records.
• Strong analytical, problem-solving, critical thinking, planning, and execution skills.
• Ability to work independently and in a team environment.
• Proficient with Microsoft Office Suite or related software; possesses strong general computer skills.
• Proficient with or the ability to quickly learn accounting software/systems.
• Bilingual ability in English and Spanish preferred, but not required

OTHER REQUIREMENTS: Valid driver’s license required 

WORK ENVIRONMENT & TRAVEL

The physical environment requires the Administrative Assistant to work primarily inside a climate-controlled office space.