The Administrative Assistant is responsible for word processing and providing general office support to various Account Directors, Account Executives and Account Managers. This position supports the staff of the office by creating and editing documents, spreadsheets, etc. This position deals with highly confidential and technical material. It also requires the person have a "can do" approach to work as well as able to "think on their feet" at all times.
Responsible for printing coordination (letterhead, invoice paper, envelopes). Assists with phones and front end responsibilities during receptionist breaks/lunch and vacations. Maintains inventory for 3-Ring binders. Creates and manages written communications (i.e. letters, memos, spreadsheets, tables, power points, summaries, etc.) for various Account Directors/Account Executives/Account Managers. Assembles multiple summary binders w/ tabs for Account Directors/Account Executives in order to meet w/ clients. Performs general clerical duties to include but not limited to: photocopying, faxing, printing and mailing. Transcribes dictation from Account Directors/Account Executives. Filing for various account managers. Receives, sorts and scanning/indexing incoming mail. Assists with various other special projects as needed.
KNOWLEDGE, SKILLS & ABILITIES
High School Diploma required. College Degree preferred.
Two to five years prior administrative experience required.
Excellent computer skills - Microsoft Word, PowerPoint, Excel, Outlook and Internet.
Excellent written and verbal communication skills.
Ability to keep sensitive information confidential at all times.
Flexibility to arrive early and stay late, as needed.
Strong and pleasant telephone and interpersonal skills, and the ability to deal professionally with clients and co-workers on the phone and in person.
Accuracy, attention to detail and ability to proof one's own work as well as the work of others; ability to work in a proactive manner to consistently deliver high-quality work.
Excellent organizational and time management skills, ability to take initiative, use good judgment, demonstrate a strong sense of urgency and carry multiple projects through to completion.
Ability to work under pressure with tight time constraints, as well as the ability to deal with frequent interruptions, unresolved situations, frequent change, delays or unexpected events.
Ability to maintain a mature, problem-solving approach; general knowledge of "how to get things done."