Role and Responsibilities
Assist Management Executives with administrative support and office procedures by performing the following duties:
· Opens emails and responds, follows up, and/or transfer to appropriate individual.
· Turn off DND and check messages.
· Open, distribute, or manage incoming mail from your in-tray.
· Answer telephone and answer routine questions or convey or route messages to appropriate staff member.
· Organize daily workload, such as, reports, letters, internal documents, newsletters, meeting minutes, etc.
on a 24-hour turnaround time basis.
Proofread all work.
· Coordinate reports and prepare information for mailings, including copying, folding, as needed.
· Prepare fax transmittals and letter transmittals to be processed through Office Services, if any.
· Maintains primary calendar of meetings and mailings for review by Management Executive prior to final mailing.
· Review and/or organize Board meeting packets for Management Executive, if requested, and review before final emailing or mailing.
· Types and proofreads routine correspondence.
Compose letters, memos, and forms when familiar with the subject matter.
· Maintains and updates all Board information for both Project Files and Shared Drives.
· Contact Board Members for attendance at upcoming Board meetings.
· Greets clients, ascertains nature of business, and act or refer clients to appropriate individual.
· Operates office equipment (copier, printer, typewriter, calculator, scan, etc.
)
· Inventory records and organizes filing system for new and existing properties.
· Maintain files of correspondence and other records.
· Maintain and update property information binder.
· Prepares all mailings for Office Services to copy, fold, stuff, and post.
· Tracks and updates receipt of minutes from Board of Directors, insurance agents, auditors, financial distribution, and various reports.
· Coordinates mailing schedule with Office Service department.
· Back up other Administrative Assistant(s) when on PTO.
· Backup Receptionist when the backup Receptionist is out sick or on PTO.
· Performs other work-related duties as assigned.
Qualifications and Education Requirements
Ability to read, write, speak, and understand English well.
Less than Three (3) years’ experience in a professional office environment.
Be able to multi-task all projects assigned.
Be able to organize all workload for better efficiencies.
Be able to keep a well-organized and clean desk and workstation.
Preferred Skills
Three (3) years secretarial experience.
Coursework in secretarial science through a high school or community college.
Additional Notes
Ability to type 55 WPM.
Proficient in Microsoft Word and Excel programs.
Job Type: Full-time
Pay: $18.
00 - $20.
00 per hour
Benefits:
* 401(k)
* 401(k) matching
* Dental insurance
* Employee assistance program
* Flexible spending account
* Health insurance
* Life insurance
* Paid time off
* Retirement plan
* Vision insurance
Schedule:
* 8 hour shift
Work Location: In person
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