Administrative Assistant

Administrative Assistant

As an Administrative Assistant, you will be responsible for developing an environment that creates excitement for internal and external guests. In this position, you will also be responsible for assisting the Executive Office. This individual will provide clerical support and maintain correspondence files, inventories of office supplies, assigned projects, and spreadsheets. This individual will also relieve the General Manager of Private Homes of administrative details. The Administrative Assistant also has the ability to exercise good judgment in a variety of situations - utilizing strong written and verbal communication skills while balancing multiple competing priorities.

Essential Functions :

• Deliver internal and external guest service the Nemacolin way. Goes above and beyond whether for an associate or guest.
• Maintains office administrative duties, including answering phones; making travel arrangements and reservations; making appointments, greeting visitors (including determining nature of business); composing and sending correspondence; recording minutes of meetings; sorting, preparing, and prioritizing mail; and maintaining files, to ensure effective preparation of materials, flow of information, and management of schedules.
• Processes donation requests in a timely manner manages donations archive, check requests, and gift certificates
• Places amenity orders for VIP guests
• Purchases supplies and other items needed by departments, authorizing purchase orders within guidelines to ensure timely procurement of necessary items.
• Occasionally managing small projects and coordinating all the necessary materials
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion often with deadline pressures.
• Ability to use all required office equipment in an effective and efficient manner.
• Excellent attention to detail and ability to multitask in high-pressure situations.
• Ability to compose, type, route, and file correspondence, etc.
• Ability to communicate effectively and professionally with external contacts and all levels of associates.
• Ability to work under high-pressure situations and maintain confidentiality.
• Expert-level communication skills proper and professional written and verbal communication skills.
• Able to review and comprehend all necessary documentation.
• Expert at various computer applications and programs.
• Demonstrates independent and advanced decision-making for complex problems by utilizing critical thinking, analysis and problem-solving.
• Outstanding time-management skills, with proven ability to accomplish numerous tasks and challenging priorities in an effective and timely manner; demonstrated ability to execute on short-term, deadline-driven tasks daily, as well as important long-term projects requiring collaboration from multiple parties.
• Ability to handle confidential information with discretion and tact.
• Expert level in Microsoft Office (Outlook, Word, Excel, and PowerPoint) as well as Adobe Acrobat.
• Other job duties as assigned.

Knowledge, Skills, and Abilities Required :

These skills and abilities are typically acquired through the completion of a bachelor's degree or equivalent, as well as through a minimum of five years of experience in a secretarial or administrative capacity. Four years of experience in an executive assistant capacity preferred.

This job description cannot possibly include a complete, comprehensive listing of all the activities, duties, or responsibilities that may be required by the organization and / or members of management. It reflects management's assignment of essential functions, but it does not prescribe or restrict the additional tasks that may be required.