Position Overview

Essential Duties and Responsibilities

• Assists with calendar management, including scheduling and confirming meetings and appointments.
• Proactively alerts manager of appointment times, schedule changes, and potential schedule conflicts.
• Makes reservations for meetings and training; prepares meeting and training room and event details as needed.
• Maintains records and files, often of a confidential nature.
• Schedules and attends meetings and prepares and distributes meeting minutes.
• Makes travel and hotel arrangements as directed.
• Contacts individuals in the company or at other companies to give or obtain information, as directed and within policy.
• Responds to inquiries relating to his/her particular area, or to requests from clients, other company personnel, etc., within given time frames and established policy.
• Actively seeks and engages in learning and development opportunities to ensure peak performance by completing and/or demonstrating the following:
                o Applies newly learned knowledge and skills on the job.
                o Shares information to others that may benefit from his/her expertise.
                o Seeks coaching and feedback to ensure high performance.
• Opens, sorts, evaluates and routes incoming mail.
• Types letters, correspondence, reports, memos, and other relevant documents.
• Files, organizes and maintains documents, forms, reports, and other related information.
• Coordinates specific work tasks within the office, as well as with other areas of the company, in order to ensure the smooth and efficient flow of information.
• Researches information and prepares special reports as directed by Management.
• Assembles data as necessary to answer correspondence; composes, types, and signs some standard letters of reply within the scope of authority; creates, edits, and/or assembles information for presentations, meetings, and trainings.
• Reports pertinent information to the immediate supervisor as requested, or according to an established schedule; compiles information as necessary or as directed and provides data to appropriate personnel.
• Greets visitors and directs them to the proper staff member or office location.
• Order and replenish office supplies as needed.
• Answers telephone in a friendly and courteous manner; assists callers if possible or transfers calls to the proper individual or department; takes messages.
• Coordinates and manages schedule; manage requests for appointments; prioritizes based on the situation.
• Performs tasks, which are supportive in nature to the essential functions of the job, but which may be altered or re-designed depending upon individual circumstances.
• Regular and predictable attendance is required.
• Maintains a suitable organized office environment and general office orderliness.

Education and Qualifications

• A minimum of three (3) years of experience in a related administrative support position normally required/additional education can be considered in place of experience.
• A high school diploma or equivalent with an emphasis in the business curriculum.
• Must have a strong working knowledge of Microsoft Office (Outlook, Word, Excel, Teams, and PowerPoint).

Skill(s)