Administrative Assistant

Hybrid - 2-3x a week in Mason Office

Work hours: 8:30AM – 4:30PM ( Flexible)

Start: immediately

GENERAL FUNCTION:

Fix excel membership files, Group Portal client setup and email transition letters. This includes a significant level of interaction with our external customers. Other responsibilities include routine and advanced administrative support as well as project/process management. This position is expected to be a team player who acts as a role model for other staff by demonstrating high-level performance, taking a leadership role and maintain the utmost professional demeanor and highest level of confidentiality and trust.

SUMMARY OF KEY ROLE(S) AND ESSENTIAL JOB FUNCTIONS:

• Provide support to the Client Service Team to create client presentations, industry events/conferences, etc.
• This will include the coordination of client visits to our facility. Responsible for routine correspondence, travel arrangements, maintaining calendars, organizing and scheduling meetings, coordinating special events and answering calls.
• Uses independent knowledge and judgment to complete assignments consisting of numerous steps that vary in nature and sequence.
• Researches data and prepares response for requesting person/department. Communicates data in a clear and concise manner to the requester and may recommend appropriate action to be taken.
• Develops, generates, and updates reports (routine and non-routine) to assist management in making decisions (i.e. renewal status reports).
• Completes and updates appropriate records and files. Performs special projects as requested by management. Ensures confidentiality of privileged information.
• Personally respond to requests for information concerning office procedures. Determine which requests to be handled by management, professional staff or other department.
• Review outgoing materials and correspondence for internal consistency with approved procedures and ensure appropriate authorization is obtained. Develop and maintain non-routine reports (i.e., reference).

Specific Skills Needed:

Typing Proficiency: Fast and accurate typing skills are crucial for entering large volumes of data efficiently.

Attention to Detail: Ability to spot errors and ensure data accuracy is essential.

Basic Software Knowledge:

Proficiency in software like Microsoft Excel, Google Sheets, and database management systems.

Time Management:

Capability to prioritize tasks and manage time effectively to meet deadlines

Communication Skills:

Ability to communicate effectively with team members and understand instructions clearly.

Data Management:

Familiarity with organizing and managing data, including sorting and categorizing information.

Data Validation:

Skills in checking data for consistency and correctness

Understanding of Data Formats: Knowledge of different data formats (e.g., CSV, XML) and how to handle them.