Administrative Assistant

Job Summary

The Administrative Assistant is responsible for performing routine clerical and administrative functions for Wakely. This includes drafting correspondence, scheduling appointments, preparing expense reports, coordinating travel, supporting meeting and event logistics, maintaining calendars, and assisting with special projects. This position would be in the office 5 days per week, depending on the time of the year. It may require some early evening or weekend work to assist with meal coordination for our office through our busy season (March – June).

Work Performed and Job Requirements

• Communication and Correspondence
  • Manage correspondence, including emails, mail, and phone calls.
  • Respond to inquiries and direct them to the appropriate colleague or department.
• Administrative Support
  • Assist with expense report preparation for colleagues.
  • Maintain Outlook calendars and schedule meetings or appointments as directed.
  • Input data into databases and prepare documents.
  • Provide administrative support to Wakely offices and departments as needed.
  • Support meeting and event logistics, including preparing materials, food, technology, etc.
  • Support the larger administrative services team and office operations.
  • Adapt to changing requests and needs.
• Travel Coordination
  • Coordinate travel arrangements and itineraries.
• Event and Project Management
  • Actively participate in the logistics and management of assigned company events.
  • Assist with special projects as assigned.
• Cross Departmental Collaboration
  • Collaborate with other departments and external partners.
• Maintain a clean, well-stocked, and organized office for employees.
• All other duties as assigned.

Education/Training

Minimum of a high school diploma or GED required; associate degree in business or related discipline preferred.

Experience

1+ years of experience in an administrative role or professional services environment.

Knowledge, Skills, and Abilities

• Proficient with Microsoft Suite, Teams, and Zoom.
• Ability to adapt to changing requests and needs of the firm.
• Solid time management skills.
• Excellent attention to detail and organizational skills.
• Exceptional verbal and written communication skills.
• Ability to create an environment of goodwill.
• Demonstrate appropriate workplace professionalism.
• Superior interpersonal skills.
• Ability to multi-task.
• Ability to effectively coordinate events and planning simultaneously.
• Ability to manage significant recurring responsibilities with unpredictable short-term demands.
• Ability to be proactive, flexible, and able to switch gears quickly from one project to the next.
• Capable of handling confidential information in a discrete manner.
• Ability to work extended hours when deadlines are approaching.

Work Aids and Equipment Used

Computer, printer, copier, scanner, telephone, web conferencing, video conferencing.

Working Conditions

Work is sedentary in nature and performed in an office environment. Involves frequent contact with staff and clients.  Work may be stressful at times. 

Physical/Mental Demands

Work requires hand dexterity for office machine operation; stooping, climbing, and bending to files and supplies; mobility to complete errands; stand/sit for up to eight hours each day; ability to communicate clearly when using the telephone; requires sitting; standing, walking, reaching, bending, lifting, and twisting at times; moderate levels of stress.

Equal Opportunity Employer/Protected Veterans/Individuals with DisabilitiesThe contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR c)