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Administrative Assistant

GENERAL SUMMARY
The Administrative Assistant position is responsible for greeting clients and vendors; assisting with billing and weekly time reports; ordering and stocking kitchen and office supplies, ordering maintenance of postage machine and copiers/printers; ordering meals for tax season; maintaining common areas; sorting and distributing mail on a daily basis; scanning documents and saving to electronic storage; and other responsibilities to support office administration.

ESSENTIAL JOB FUNCTIONS

  • Answer phones and greet clients/vendors
  •  Schedule conference calls/conference rooms/courier services as needed
  • Book travel/conferences for staff as needed
  • Track inventory of office/kitchen supplies and place orders as needed
  • Track inventory of stationery products and place orders as needed
  • Monitor office printers/copiers, postage machine and shred bins for services & supplies
  •  Mail delivery and distribution including daily trips to post office
  • Assist with tax season meal ordering
  • Ensure that common/kitchen areas are clean and tidy
  • Accurately and efficiently format, proof, finalize and distribute Firm documents, adhering to the established guidelines and quality control methodologies and standards.
  • Scan documents and save them to file
  • Assist with other administrative duties, including but not limited to office administration, executive support, and other support areas as needed

 

PREPARATION, KNOWLEDGE, SKILLS & ABILITIES

  •  Strong computer skills including Microsoft Office Word, Excel, Outlook and PowerPoint
  • Five years of experience in office administration
  • Strong attention to detail
  • Ability to work both independently and as part of a team environment
  • Ability to manage multiple tasks in fast paced environment
  • Reliable and strong work ethic
  • Mature and positive attitude

 

WORKING CONDITIONS/PHYSICAL DEMANDS

  • This job operates in a professional office environment
  • This role routinely uses standard office equipment such as computers, phones and photocopiers

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