This is a highly visible position that carries out general office and administrative tasks such as greeting guests, answering phones, maintaining conference room calendars, ordering office and kitchen supplies, arranging building requests and helping with various other requests. This position provides excellent customer service both in-person and by phone. This person will be asked to work in the office at the front desk for 20-30 hours per week between 8:30am-5pm Monday-Thursday.
Primary Responsibilities, Essential Functions and Requirements:
Front Desk Responsibilities:
- Greet office visitors.
- Distribute mail and voicemails.
- Answer and refer Collegis main line calls to ensure accurate and timely communications are facilitated. Take messages or field/answer all routine and non-routine questions.
Office Management:
- Work with office manager & property management to rectify facilities issues.
- Maintenance/cleaning of kitchen and kitchenettes.
- Ordering and organizing office and kitchen supplies(putting office supplies away, filling copiers and printers, filling sodas, making coffee).
- Maintaining efficiency of processes in the office.
- Order building access cards and create name plates for employees.
- Assist with all FedEx requests.
- Assure office is locked down upon leaving.
- Help with reconciling corporate credit card.
- Assist in organizing meetings and special events; coordinate and schedule meeting rooms or other facilities; issue appropriate meeting invitations or requests; arrange for food, as necessary.
- Ensure all conference rooms and breakrooms are neatly organized and properly stocked.
- Develop collaborative relationships with Collegis employees and management.
- Perform other duties as requested, directed, and assigned.
Administrative Support:
- Prepare routing correspondence including letters, facsimiles, emails, etc.; create files and binders.
- Coordinate special projects as needed.
- Coordinate meetings with other members of the Administration team and assist in preparing communication and materials for such meetings.
- Embody the spirit of Collegis’ mission and vision in daily activities.
- Ordering meals for various meetings.
- Coding invoices and sending them for approval.
- Serve as back-up support for the administration team members including securing travel reservations for Executives and processing, submitting, and approving expenses as needed.
- Adhere to the appropriate information security policies based on the sensitivity of company data and report any security related issues.
- Perform other duties as requested, directed, and assigned.
Experience and Qualifications:
- Minimum of 2 years of experience working as an administrative assistant in a corporate environment preferred.
- Intermediate to expert level expertise in Microsoft Office Suite, with an emphasis on Outlook, Word, Excel, PowerPoint, and Visio.
- Strong interpersonal, written, and verbal communication skills, with the ability to work closely with all members of the organization and to represent the Executives in a highly professional manner.
- Organization and time management skills.
- Continual attention to detail and follow-through, as well as accountability and reliability.
- Ability to adapt to changes in the work environment, manage competing demands, and deal with frequent change, delays, or unexpected events.
- Ability to maintain a professional image, attitude, and telephone manner in a fast-paced environment.
- Exhibit a high level of professional ethics and etiquette.Must be able to maintain the highest level of confidentiality and handle sensitive material concerning the organization and the Executives’ roles within the organization.
- Ability to make sound judgments and take the initiative to make decisions/choices within the functional area of responsibility with minimal direct supervision.
Education, Certifications and Licensures:
- Associate’s degree preferred.
