JOB DESCRIPTION
Position: Facilities Administrative Assistant
Directly Reports To: Facility Support Manager
Status: Hourly
Description
Provide high-level administrative support by conducting research, preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, arranging conference calls, and scheduling meetings. Enhances executive’s effectiveness by providing support and representing the executive to others.
Duties and responsibilities include, but are not limited to:
- Manages and maintains executive’s appointment schedule by planning and scheduling meetings, conferences.
- Prepare invoices for payment, budget reports, memos, emails, and other documents, using word processing, spreadsheet, database, or presentation software.
- Produces information by formatting, inputting, editing, retrieving, copying, and transmitting text and data as required.
- Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
- Maintains supplier and distributor confidence by professionally answering or directing inquiries.
- Completes projects professionally, accurately and timely ensuring follow through on results.
- Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting documents.
- Maintains office supplies and printer supplies inventory by checking stock to determine inventory level; obtaining necessary office supplies from 1st floor supply room and ordering printer supplies.
- Contributes to team effort by accomplishing related results as needed.
- Other duties as assigned.
Required Qualifications and Skills
- Experience in high volume establishments.
- Excellent communication skills
- Technical proficiency (basic computer applications).
- Attention to detail.
- Customer service experience.
- Strong organizational and time management discipline.
- Solid judgment and ability to resolve conflicts effectively.
- Operate effectively in stressful situations.
- Ability to multi-task.
Experience
Minimum of 1 year in administrative assistant experience.