1. Performs receptionist duties. Greets and welcomes guests, shows them to the correct conference room and offers refreshments.
2. Provides skilled administrative and support services across the organization.
3. Maintains appointment calendar, resolves schedule conflicts, and schedules meetings as directed.
4. Helps coordinate planning and logistics for some staff business trips, ensuring that all arrangements are complete and of acceptable standards.
5. Receives phone calls to the office general number, tactfully determines the nature of the call, and refers to appropriate individual or handles the business personally.
6. Handles incoming office mail and distributes it to appropriate staff.
7. Prepares and maintains confidential company documents such as contracts letters and memos.
8. Helps maintain organized filing system for key documents, files and other records.
9. Calculates and submits expense reports.
10. Coordinates light event planning
11. Reconciles credit card statements.
12. Processes invoices for payment, coordinates with Finance, and files appropriately.
13. Maintains electronic and manual legal files.
14. Orders office supplies and provisions for the kitchen.
15. Handles routine administrative requests on own initiative.
I. Undergraduate or associate degree preferred
II. Required Experience: minimum 2+ years of administrative and support experience.
III. Other Desired Qualifications
a. Must be detail oriented and possess excellent communication skills to interact effectively with staff and clients who are based domestically and internationally.
b. Proficiency with computer applications and especially with Microsoft Office (Word, Excel, PowerPoint, Access), Adobe Acrobat PDF files, etc.
c. Flexible and delivers high-quality results within deadlines
d. Function in situations requiring tact, discretion and good judgment.
e. Strong problem solving and critical thinking skills.
f. Must possess good work habits, a strong work ethic and be able to adhere to company work hours, policies, and standard business etiquette.
Benefit packages for this role will start on the 31st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.