The Receptionist and Administrative Assistant will serve as TheHomeMag’s receptionist and provide administrative support to the President / COO, as well as other departments when needed.
They will provide excellent customer service while maintaining discretion and confidentiality. This position reports to the Chief of Staff.
General Overview Tasks
- Greet visitors
- Answer and direct phone calls
- Administrative duties
- Sorting, distributing and handling mail
- Maintaining schedules
- Schedule travel and lodging
- Order office supplies
Responsibilities :
- Professionally answer main telephone line, screen, and direct calls.
- Schedule Travel and Lodging for the President / COO
- Run errands for the President / COO
- Set appointments for the President / COO
- Organize and prepare meeting materials for the President / COO
- Draft correspondence for the President / COO
- Monitor main line voice messages.
- Meet and greet visitors as they arrive; advise appropriate staff members.
- Receive and distribute deliveries, incoming USPS mail, posting and delivery of outgoing mail daily.
- Log in person incoming and outgoing checks.
- Assist with courier requests and correspondence.
- Maintain inventory of office and kitchen supplies by checking stock to determine inventory levels, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies weekly.
- Place special orders as needed.
- Update all internal contact lists
- Partner with IT personnel to Monitor and maintain office equipment, e.g., copier, scanner and postage machine.
- Manage phone system, including adding new lines, updating staff directory, special features and requests. Program phones for special greetings, including holidays or non-business hour greetings.
- Merge, print, organize, scan and mail correspondence.
- Administer psychometric testing program.
- Assist with TheHomeMag events, including managing RSVP lists, attending events, providing registration support and assisting with events as necessary.
- Receptionist and Administrative Assistant Job
- Other duties as assigned.
Experience, Abilities & Skills :
- Some college preferred with a minimum of two years of experience in an area related to office administrative support.
- Professional demeanor and excellent customer service abilities required.
- Excellent skills in the areas of organization, attention to detail, time management, ability to manage multiple tasks, define and set priorities and problem solve.
- Ability to take initiative with projects to work both independently and as a team member.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office (Outlook, Word, Excel).
- Ability to maintain confidentiality and discretion.
This list of essential responsibilities and requirements is not intended to be exhaustive. TheHomeMag reserves the right to revise this job description as needed to comply with actual job requirements.
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