Executive Assistant

3 weeks ago

Lubbock, United States Brandability Inc Full time
Job DescriptionJob DescriptionDescription:

Position Summary:

As the first point of contact for our clients and visitors, you will play a crucial role in providing excellent hospitality and ensuring the smooth operation of the reception area. You will also be responsible as the Executive Assistant to provide vital support to our team and contribute to the efficient operation of our office. The successful candidate will be responsible for handling various administrative tasks, managing office processes, and ensuring a smooth workflow. This role requires strong communication skills, the ability to multitask, and a proactive approach to problem-solving.

Requirements:

Responsibilities:

  • Greet and welcome clients and visitors with a warm and friendly demeanor.
  • Answer incoming phone calls promptly and direct them to the appropriate department or individual.
  • Manage incoming and outgoing mail and packages, distributing them to the appropriate recipients.
  • Assist client when picking up orders.
  • Handle customer complaints and concerns, escalating them to the appropriate department leader when necessary
  • Perform general clerical duties, including photocopying, scanning, and completing reports.
  • Calendar and Schedule Management
  • Assist in scheduling appointments and coordinating meetings
  • Manage calendars, ensuring accuracy and efficiency
  • Correspondence and Communication
  • Draft and proofread emails, letters, and other documents
  • Handle incoming and outgoing mail and packages
  • Maintain effective communication within the team and with external contacts
  • Data Entry and Record Keeping
  • Enter data into spreadsheets, databases, and other systems
  • Maintain accurate and up-to-date records
  • Organize and maintain a clean and orderly receptionist area
  • Order and manage office supplies, equipment, and inventory
  • Meeting Support
  • Assist in the coordination of meetings, including room setup, and distribution of materials
  • Travel Arrangements
  • Assist in making travel arrangements for team members, including booking flights, accommodations, and transportation
  • Support special projects as assigned by the team or management.
  • Conduct research and compile information as needed.

Qualifications:

  • High school diploma or equivalent; additional education or certification in office administration is a plus.
  • Proven experience as an Administrative Assistant, Front Desk Representative, or in a similar customer service role.
  • Exceptional interpersonal skills and a friendly, professional demeanor.
  • Excellent verbal and written communication skills.
  • Strong organizational and multitasking abilities, with a keen attention to detail.
  • Proficient in using office equipment such as telephones, computers, and printers.
  • Proficient in standard office software, including MS Office (Word, Excel, Outlook).
  • Ability to work well under pressure and handle challenging situations with composure.
  • Reliable and punctual, with the ability to maintain regular attendance.
  • A positive attitude and willingness to learn and grow within the company.

Working Conditions:

This position operates in a professional office environment within a promotional item warehouse. The role involves frequent interaction with clients, visitors, and employees, as well as occasional exposure to the warehouse floor. The receptionist may need to lift boxes or packages weighing up to 25 pounds. Standard office hours are expected, with occasional flexibility required based on business needs.

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