Administrative Assistant
Reports to: President/CEO – The Carter Malone Group
Status: Full-time, regular employee
Position Summary
Under the direction of the President/CEO, Administrative Assistant is responsible for timely, proper and accurate processing of company information and communications within prescribed company controls and security, while maintaining company confidentiality. Answers inquiries and obtains information for general public, customers, visitors, and other interested parties. Assists the staff with the daily operation and management of administrative activities.
Essential Job Functions
• Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments.
• Perform administrative support tasks such as proofreading and transcribing handwritten information
• Composing routine letters, memoranda and presentations and other documents.
• Assembles and assists in gathering information for various reports and projects
• Greet persons entering establishment, determine nature and purpose of visit, and direct or escort them to specific destinations.
• Hear and resolve questions or complaints from customers and public.
• File and maintain records.
• Transmit information or documents to customers, using computer, mail, or facsimile machine.
• Schedule appointments, and maintain and update appointment calendars.
• Analyze data to determine answers to questions from customers or members of the public.
• Provide information about company, such as location of departments or offices, employees within the organization, or services provided.
• Maintains a cooperative, courteous and helpful relationship with customers, vendors and employees.
• Adheres to all company policies and procedures.
• Performs miscellaneous job-related duties as assigned.
Position Requirements & Qualifications
Education/Experience
• Requires a high school diploma; at least 1 year of administrative office experience or other related job experience.
Knowledge, Skills, and Abilities
• Ability to prepare routine administrative paperwork.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, and other office procedures and terminology.
• Knowledge and use of Microsoft Word, Excel, PowerPoint, Microsoft Outlook, internet and office equipment.
• Strong customer service skills.
• Ability to meet deadlines.
• Good written and oral communication skills.
• Strong organizational skills.
• Positive attitude.
• Ability to work with little supervision.
Environmental Conditions & Physical Demands
• The work environment involves everyday risks or discomforts requiring normal safety precautions typical of such places as offices, meeting and training rooms; use of safe work practices with office equipment, avoidance of trips and falls and observance of fire regulations.
• The work environment will require walking, standing, bending and carrying of items weighing 5-15 lbs. Also, the employee must have manual dexterity, visual and auditory acuity.
• Some repetitive motion is involved.