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Job Description
Administration Job will be doing:
- Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
- Answering and directing calls to appropriate executives and parties, taking messages.
- Greeting visitors and determining access to appropriate parties.
- Overseeing administrative policies within an organization and within the office; recommending changes as appropriate.
- Opening, sorting, and distributing correspondence, including email, faxes, and snail mail.
- Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
- Prepare reports, collect and analyze information; prepare presentations.
- Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes.
- Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
- Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment..
- Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry. Participate in societies relative to the business.
- Data analysis; Proficient in Access, MS Word, Excel, Outlook. Perform filtering and sorting of data.
- Train clerical staff on office equipment, policies and procedures, arrange for setup on new computers and logging of new employees in database.
- Meet with special interest groups or individuals on behalf of executives.
- Prepare executive responses to routine memos, letters, or correspondence.
- Provide clerical and general office support to other offices.
- Delegate tasks and responsibilities to other staff members when appropriate.
- Interact with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention.
- Evaluate policies to ensure they are in compliance with corporate rules and mission.
- Ability to expand role beyond responsive support to proactive contributions and ownership for administrative tasks; ability to work independently
- Able to work efficiently and effectively in a fast-paced, deadline-driven, high-pressure environment; flexible to work overtime on short notice
Job Requirements
- B.S. in Management
- 3+ years administrative support or executive assistance
- Problem solving ability
- Advanced MS Office experience
- Outstanding administrative and organization skills; detail oriented; able to prioritize and multitask; strong ownership evident through responsibility and accountability for end product; highly proactive mindset
- Highly professional telephone presence; strong customer service focus
- Strong typing and proofreading skills; ability to produce typed documents quickly and accurately
- Computer literate; strong email and calendaring skills required
- Proficiency in Power-Point, Word, and Excel
- Excellent interpersonal skills; embodies a positive attitude; able to build relationships within the Firm and with client executives and external vendors