Responsibilities
- Front office reception duties
- Serving as principal contact and source of information for customers of the office including faculty, students, staff, and external people.
- The Office Assistant will play a key role in the front suite by welcoming guests to the Dean's Office, answering the phone, receiving mail.
- Email management
- Reviewing, routing, answering, and monitoring follow up actions on email correspondence.
- Calendar and travel support
- Support of the Dean's calendar such as confirmations and securing advance materials; potentially supporting travel coordination; assist teams with weekly and daily calendar review for missing information or errors; may also work with Senior EA in other capacities.
- Meeting support
- Secure and set up meeting space; arrange and support Zoom meetings as needed; arranging catering orders; may attend meetings by Zoom or in person to provide logistical support.
- Records management
- Creating, managing, and updating records. Including updates to team resources on SharePoint.
- General office support and project management
- Supports the dean's office team by providing backup support to other team members; coverage during vacations and other time off; support for shifting priorities, including project management and tracking.
- Additional duties as required
Qualifications / Expectations :
Flexible, professional, accountable, brings a focused attitude, and is a team playerAble to learn systems and be consistent in written materials, offer system improvements when ableAble to rapidly learn office policies and proceduresStrong experience in Microsoft Office suite, Outlook, and SharePointExperience in complex calendar management, word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, and emailUse internet and online conference applications (Zoom, Teams)Share and manage projects / tasks jointly with other colleagues in collaborative mannerAsk pertinent questions to resolve potential issues proactivelyProfessional phone skills, excellent written skillsCustomer Service experienceProfessional demeanor, friendly, helpfulAMS_