Job Description

The duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company's general administrative activities under the Director of Client Services' supervision. Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal administrative assistant should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. Key responsibilities include answering and directing phone calls for any internal team member, organizing and scheduling appointments for Managing Partner, planning meetings and taking detailed minutes as directed by the office manager or other leadership, timely follow up calls/emails, managing the shipping of marketing materials and tracking delivery to ensure its received, writing and distributing email, correspondence memos, letters, faxes and forms, assisting in the preparation of regularly scheduled operational reports, updating and maintaining office policies and procedures as directed by the office manager, ordering office supplies and researching new deals and suppliers, maintaining contact lists of internal team members and external partners, submitting and reconciling expense reports, providing general support to visitors including welcoming at front door and directing them where to go, acting as the point of contact for internal and external clients, liaising with executive and senior administrative assistants to handle requests and queries from senior managers. Work experience typically requires 4 or more years of related experience: administrative/executive assistant experience. Preferred education includes high school education, vocational training and/or on-the-job training, with a bachelor's degree preferred. General skills and competencies include excellent understanding of industry practices, strong proficiency with tools, systems, and procedures, strong planning/organizational skills and techniques, strong decision making, analysis and problem solving skills with ability to multi-task, excellent verbal and written communication skills, strong presentation and public speaking skills, strong interpersonal skills, strong conflict resolution skills and ability to deliver difficult messages, working knowledge of office equipment like printers and fax machines, proficiency in MS Office (MS Excel and MS PowerPoint, in particular), excellent time management skills and the ability to prioritize work, strong organizational skills with the ability to multitask. Specific knowledge and skills include excellent PC skills required, including Microsoft Office (Word, Excel, HubSpot (highly preferred), PowerPoint, Outlook, Google Suite), excellent verbal and written communication skills. Travel is not required. Office environment. No special physical demands required.

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