Administrative Assistant

4 days ago

Newport Beach, California, United States Gateway Group Full time

Position Overview

An Administrative Assistant at Gateway handles reception duties and provides administrative support to company operations. This part-time role supports the Operations Manager to ensure smooth the smooth execution of company activities and events.

Responsibilities

Reception

  • Operate a multi-line telephone console to answer and direct incoming calls. Obtain caller's contact information and forward call to appropriate party. Take and relay messages, as necessary.
  • Provide information and assistance to clients and callers in a friendly and courteous manner.
  • Receive visitors at the front door, greeting, directing, and announcing them appropriately.
  • Update and maintain databases such as mailing lists, contact lists, and client information. (Includes Hubspot and other information systems.)
  • Update and maintain internal staff contact lists.
  • Maintain reception and common areas in a safe and tidy manner.
  • Assist with conference room reservations and set up of meetings. 

Operations Support

  • Support operations by completing projects and tasks delegated by the Operations Manager.
  • Assist in annual Gateway conference planning and execution including invitations, registration, meeting schedules, presentation schedules, sponsorships, etc.
  • Travel to annual Gateway conference and company events as needed.
  • Assist with inventory and stock office supplies and beverages. Order specialty items upon request.
  • Fax, scan, and copy documents for Directors.
  • Coordinate office lunch orders as needed.
  • Assist Operations Manager with planning and coordination of company events.
  • Print presentations, pitch books, and other documents.
  • Maintain TPX phones and Cox cable setup.
  • Assist with data entry and other administrative tasks.

Qualifications

  • Consistently friendly disposition and pleasant demeanor with tact, patience, and courtesy.
  • Strong and effective verbal, written, and interpersonal communication skills.
  • Basic computer proficiency (Microsoft Office Suite).
  • Ability to handle sensitive information in a confidential manner.
  • Prior experience as an administrative assistant/receptionist is a plus, but not required.
  • Availability to work Monday through Friday from 8:30am to 1:30pm. In addition, flexibility to work extended hours for special events such as the annual Gateway conference.
  • Role does not include or require driving.

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