The Administrative Assistant facilitates the efficient operation of the office by performing a variety of clerical and administrative tasks. We are looking for a friendly and professional person to support a busy Architecture firm in Overland Park, KS. The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.
Responsibilities
Answers and transfers phone calls to staff, screening when necessary
Welcomes and directs visitors, consultants, clients, and vendors
Coordinates and schedules travel, meetings, and business lunches as assigned
Maintains filing systems as assigned
Retrieves information as requested from archive records, contracts, and other related documents
Manages archive database and physical archive storage area
Responds to and directs project inquiries and questions to project manages
Edits project specific contracts and specifications for project managers
Schedule continuing education presentations for staff with product vendors
Print and bind marketing project proposals and misc. project materials
Assist in marketing efforts and maintaining spreadsheets
Receive and disperse incoming mail and packages daily
Prepare outgoing mail/packages when needed
Coordinate and plan internal events with staff and external events with clients, consultants, and vendors
Maintains office supplies and coordinates maintenance of office equipment
Organizes and reconciles receipts with monthly statements and maintains a system for recording credit card purchases
Performs other related duties as assigned
Required Skills/Abilities
Excellent verbal and written communication skills
Excellent interpersonal and customer service skills
Proficient in Microsoft Office Suite and PDF software and tools
Excellent organizational skills and attention to detail
Basic understanding of clerical procedures and systems such as recordkeeping and filing
Ability to multi-task, take initiative, and work independently
Experience in Word Press or Adobe Suite preferred but not required
Qualifications
Associate's or Bachelors Degree preferred but not required
Minimum of three to five years of experience in an administrative role
Physical Requirements
Extended periods sitting at a desk and working on a computer