Administrative Operations Assistant

Overview:

The Administrative Operations Assistant facilitates the efficient operation of the assigned departments by performing a variety of clerical and administrative tasks.

Key Responsibilities:

• Answers and transfers phone calls, screening when necessary to include Contact Us inquiries.
• Management of office mail – incoming/outgoing/receives and distributes office mail.
• Welcomes and directs visitors and clients.
• Maintains filing systems as assigned.
• Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
• Responds to and resolves administrative inquiries and questions.
• Coordinates and schedules travel, meetings, lunches and appointments for managers or supervisors or Ambassadors.
• Prepares agendas and schedules for meetings.
• Maintains office supplies, snack supplies with organization and coordinates maintenance of office equipment. Oversight of office staff kitchens.
• Receives and verifies expense reports; reconciles expense and other financial reports with account balances and other office records to include ESA Administration.
• Facilitates payment of vendors, which may include verification of federal ID numbers, reviewing purchase orders, and resolving discrepancies.
• Assists with accounting records and ledgers by reconciling monthly statements and transactions.
• May assist with preparation of human resource reports such as attendance, or assist with new hire, and oversee employee goodwill activities.
• Support on events – training and or special events.
• Assist Executive, Director and or Manager level staff with projects and tasks.
• Performs other related duties as assigned.

Required Skills & Abilities:

• Excellent verbal and written communication skills.
• Must be reliable and extremely trustworthy.
• Excellent interpersonal and customer service skills.
• Proficient in Microsoft Office Suite or related software.
• Excellent organizational skills and attention to detail.
• Basic understanding of clerical procedures and systems such as bookkeeping, record keeping and filing.
• Ability to work independently.
• Ability to maintain confidential information and meticulous records.

Education & Experience:

• Associate degree preferred or higher level
• One to three years of experience in an administrative role and or bookkeeping role
• Experience in Human Resources

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift – up to 20 pounds at times.
• Must be able to travel.