Administrative Assistant

Reports to — Senior Vice President HR/IT, and Vice President HR/IT

Responsibilities:

Provide general administrative support.

Manage and direct incoming calls to the main office line; screen and direct inquiries.

Greet and assist visitors to main office.

Manage conference room calendar for shared scheduling.

Assist staff and guests with use of conference room IT equipment with support of outside consultant as needed.

Act as the point of contact between executives and internal/external clients.

Manage office mail, ensuring daily mail goes out and daily incoming mail is distributed. Make sure postage meter is replenished as needed.

Manage and maintain schedule of Chairman and President; arrange meetings and appointments; provide reminders.

Utilize Microsoft Office Suite to write and distribute email, letters and other correspondence.

Utilize Microsoft Excel to create and maintain various spreadsheets.

Utilize Microsoft PowerPoint to create various presentations.

Manage corporate UPS account and prepare mailing labels as needed.

Maintain inventory of office supplies and order as necessary.

Keep kitchen and conference room supplies stocked including coffee, snacks, drinks, etc.

Provide assistance in the use of general office equipment.

Utilize building management software to enter commercial tenant work orders.

Complete various daily office needs including occasional local trips to post office, UPS office, and coordination of executive lunches.

Special Projects – coordinate special mailings, product and/or market research using the Internet, other miscellaneous special tasks

Handle confidential and non-routine information.

Requirements:

Minimum two years’ experience working in an office environment.

Working knowledge of office equipment, like printers, copiers, postage machines, and conference equipment.

Proficiency in MS Office Suite (Outlook, Word, Excel).

Knowledge and/or willingness to learn Microsoft PowerPoint and Visio

Excellent written and verbal communication skills

Accuracy and attention to details.

Discretion in handling confidential or private information.

Strong organizational skills with the ability to multi-task.

Proper time management and ability to prioritize work.

Ability and desire to work both independently and as part of a team.

Other Duties: Please note this position description does not cover or contain a comprehensive listing of activities, duties or responsibilities required for this position. Duties, responsibilities and activities may change at any time with or without notice.

Albanese Organization is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or veteran status, and other legally protected characteristics