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Administrative
Support
Receptionist
Answer phones, take
messages, pick up, sort and distribute mail. Possibly other
clerical responsibilities: file, manage client’s database, sort
invoices, ship Federal Express, UPS, etc. Proficient in MS Office,
Mainly MS Word.
Administrative Assistant
May support
one or more persons/departments; answer calls, schedule meetings,
coordinate travel arrangements, flights and calendars. Type letters
of correspondence, answer emails, transcribe notes from meetings, and
manage files, various clerical responsibilities and special
projects. Proficient in MS Office Suite - MS Word, MS Excel, MS
Outlook.
Executive Assistant
May support
one or more persons/departments. Upper management level, CEO, CFO, COO,
and/or Vice Presidents. Manage various projects;
coordinate meetings, travel; flights, hotel, auto, etc. May be
asked to take minutes from Board of Director meetings.
Confidentiality is a must in this position. Various administrative
projects to manage. Coordinate, manage and assist with upper
management meetings, including Senior Management Team. Proficient
in MS Office Suite - MS Word, MS Excel, MS Outlook.
Office Manager
Provide a high
level of support and administration to see that all levels of the office
environment function as smoothly and efficiently as possible. Also
manages, plans and executes office activities to achieve maximum expense
control, employee productivity and a professional
environment. This role demands leadership, organization and a very
strong ability to multi-task. Administrative
Assistants/Coordinators report directly to the Office Manager. Supervise
Administrative Coordinator positions. Responsibilities include
managing, mentoring, and monitoring performance of direct reports. Develop
procedures and policies for office activities, such as filing record
maintenance, coordination with other corporate offices, meeting room
preparation, and administrative support for employees. Coordinate and
oversee with Administrative Coordinator(s) all aspects of customer,
partner, shareholder/board and other site visits to ensure the company is
presented in the best possible manner. Coordinate all aspects of tenant
improvements for the corporate office including appearance, cleanliness,
and minor renovations. Responsible for selection, term negotiations,
purchasing, and maintenance
of all office equipment and vendor relations,
along with any applicable maintenance agreements. Act as a liaison
between the building landlord, security and property management. Organize
and manage all aspects of office operations such as workspace assignment,
procedures, policies, and layout. Perform periodic vendor analysis for
services and equipment to ensure the maximum cost savings and efficiency.
Track and audit operating expenses, capital leases, blanket purchase
orders and invoices. Manage internal and external communication
protocols, develop and improve how the company communicates via
telephone, email and mail.
Requirements:
Associate Degree, 2-5 years experience
in the field or related area. Experience in managing direct reports. MS Office, Excel, Word, Outlook,
PowerPoint. Excellent
communication (written and verbal) and organizational skills.
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