Administrative Support Specialist

4 days ago

GondrecourtleChâteau, Grand Est, United States Tree Trust Full time
About the Role

As a key member of the Tree Trust team, the Administrative Support Specialist will provide essential administrative, human resources, and office management support to our staff and daily operations. This multifaceted role contributes to a positive workplace environment through collaboration with internal and external stakeholders, performing administrative duties essential to smooth office and program operations, event planning and coordination, and involvement in and ownership of select HR processes.

Key Responsibilities
  • Administrative Support: Provide customer service at the front desk and by phone as the organization's initial point of contact, responding to and forwarding emails and calls, greeting and directing visitors, and diplomatically and professionally managing internal and public inquiries.
  • Clerical Functions: Carry out clerical functions including distributing mail and deliveries, assisting with mailings, and database entry.
  • Document Preparation: Prepare letters, memos, PowerPoint presentations, agendas, spreadsheets, reports, and other documents.
  • Office Maintenance: Maintain office cleanliness and keep inventory, ordering, organizing, and putting away supplies.
  • Vendor Communication: Communicate with external vendors for office supplies, printer/copier, building management, office cleaning, and utilities.
  • Financial Assistance: Provide general administrative assistance to Finance with data entry, mailings, and incoming check processing.
  • Human Resources Support: Perform Human Resources administrative assistance including but not limited to assisting with or managing processes related to benefits administration, workers compensation, performance management, hiring and onboarding, training, reporting, compliance, and safety.
  • Project Support: Provide administrative or project support to Career Pathways and Community Forestry departments as needed including program materials and supply inventory tracking, data entry, paperwork processing, meeting space set up and preparation.
  • Facility Management: Assist with facility vendor relationship management (building maintenance, IT, security, janitorial, etc.).
  • Event Coordination: Coordinate and organize staff events by leading and collaborating with the staff event planning committee.
  • Special Projects: Help with company-wide events, meetings, and other special projects.
Participant Service Requirements
  • Communication: When front desk/reception duties require it, communicate with participants and families under sometimes stressful circumstances.
  • Composure: Respond to complex situations with composure and empathy.
  • Customer Service: In the course of regular duties, as required, provide customer service to participants with all types of employment barriers, including participants with varied ability including Autism, ADHD, Down Syndrome, Fetal Alcohol Syndrome, trauma, experience with the criminal justice system, and substance abuse issues, and from underserved areas or living with low income.
Qualifications/Skills Required
  • Education: Associates degree and two years of administrative support experience or four years of administrative support experience.
  • Technical Skills: Advanced knowledge and proficiency in Microsoft Office suite including Word, Excel, PowerPoint as well as Microsoft Teams.
  • Event Planning: Event planning and support experience.
  • Front Desk Experience: Previous front desk/reception experience.
  • Organizational Skills: Excellent organizational skills and the ability to manage multiple projects while being thorough and detail oriented.
  • Equipment Proficiency: Proficiency in using general office equipment.
  • Customer Service: Superior customer service.
  • Communication Skills: Strong written and verbal communication skills.
  • Confidentiality: Experience exercising discretion and confidentiality with sensitive company information.
  • Certifications: Ability to pass a background check and motor vehicle records check.
Work Environment

Indoor office environment; occasional visits to outdoor and indoor participant worksites or event spaces.

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