Administrative Assistant
1 month ago
Key Responsibilities
- Provide exceptional customer service by greeting and directing visitors, answering phone calls, and responding to inquiries.
- Maintain a secure and organized reception area by following procedures, monitoring the logbook, and adhering to COVID-19 office protocols.
- Operate the telecommunication system, including the main phone and console, in accordance with manufacturers' instructions.
- Organize and schedule meetings and appointments for the Executive Director, ensuring timely and efficient communication.
- Manage applicant logs, collect certifications, and enter information into an Excel spreadsheet for HR Consultant review.
- Conduct reference checks for potential new hires and distribute medical insurance enrollment forms to eligible employees.
- Assist in the preparation of regularly scheduled reports and develop a computer and filing system for employee files.
- Perform administrative duties, such as filing, typing, copying, binding, scanning, and handling sensitive information in a confidential manner.
- Develop and update administrative systems to improve efficiency and resolve administrative problems in a timely manner.
- Receive, sort, and distribute mail on a daily basis and collect timesheets from employees for the Program Manager.
- Photocopy and print documents on behalf of colleagues with the Executive Director's approval.
Requirements
- Proven administrative or assistant experience.
- Knowledge of office management systems and procedures.
- Excellent time management skills, ability to multi-task, and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills.
- Proficient in MS Office.
- At least 1-2 years of experience in the field or a related area.
- High school diploma or equivalent; college degree preferred.
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