Our growing firm is seeking a personable and detail-oriented candidate to serve an integral role in our operations. We need an Administrative Assistant/Director of First Impressions to provide a wide array of technical, clerical and creative support services for our team, while serving our clients, under limited supervision. Our Director of First Impressions should desire to grow in their individual capabilities and adaptability as we work in an ever-changing fast-paced industry.

Job Duties/Responsibilities

• Office support, including answering phones, directing calls appropriately, greeting visitors or clients, announcing them appropriately and resolving or referring inquiries
• Prepare or assist in preparing reports
• Gather and input information into various databases or software
• Establish, maintain and update, files and databases
• Operate standard office equipment, including but not limited to copiers, scanners, computers and required software applications
• Transcribe and prepare correspondence, agendas and other documents
• Schedule and coordinate meetings, events, interviews and appointments as directed
• Provide support to marketing department with event logistics, decorations, vendors, ordering or delivery of gifts, company merchandise, or other deliverables, etc. as needed
• Maintain clean lobby, office supply storage, conference rooms and all public areas in the main office. This includes but not limited to dusting, vacuuming, sweeping and taking out the trash.
• Coordinate with team lead to inventory and order needed office supplies
• Communicate with vendors as needed for routine administrative and operational resolutions (i.e. Call IT for computer issues or internet outage)

Skills Needed

• Excellent verbal and written communication skills to interact clearly with clients, vendors and other employees
• Detail-oriented to ensure accuracy of reports, correspondence and databases
• Mathematical skills to gather data involved in preparing reports
• Great organization skills to keep accurate records and find important information quickly
• Display initiative/ownership of tasks, seek to make progress, look for learning opportunities
• Outstanding time management skills to prioritize and complete a variety of tasks throughout the day
• Prominent patience and listening skills as well as effective problem-solving skills to respond appropriately and to interact positively with all types of clients and potential clients
• Exceptional interpersonal skills to create a pleasant experience for all clients, with professional demeanor, friendliness and attentiveness being of the highest priority
• Timely, reliable attendance• High School diploma and 1-3 years of administrative experience

Knowledge/Requirements

• Typing skills (average of 40wpm)
• Microsoft Office proficiencies in Word, Outlook, and PowerPoint to produce professional documents
• Uphold professional image with internal and external business contacts
• Work ethically with integrity including maintaining client & firm confidentiality (will be required to sign a confidentiality agreement)
• Must consent to and pass background check (industry requirement)
• Reliable transportation (errands out of the office may be necessary)

Working Conditions for this Position

• In-person (remote work ONLY in company-initiated emergency)
• 36-hour work week (M-Th 8AM to 5PM) (Fridays 8AM to 12 PM)
• Climate controlled office environment during normal business hours; some travel required; occasional events required outside of normal business hours
• 100% tobacco-free office, building and surrounding campus

Salary & Benefits for this Position

• Salary range 30,000 to $37,000 annually (commensurate with experience)
• Incentive-pay opportunities
• Health, Dental, Vision, & Life insurance coverage
• Short-term Disability Coverage
• Paid time off
• 401k with employer matching deposits
• Paid designated holidays (including paid birthday holiday)