We are seeking a dynamic team member to join us in providing comprehensive administrative support to our management team. As an integral part of our team, you will be the initial point of contact for visitors and clients, ensuring a positive and welcoming experience. Your role will encompass a variety of tasks aimed at facilitating efficient management coordination and maintaining professional communication across our regional offices and with visitors.
Key Responsibilities
Provide administrative support for operations, ensuring logistical and communication needs are met through online tools such as Webex, Zoom, Teams, Skype, Dropbox, OneDrive, Google Docs, and other remote communication platforms.
Greet and welcome visitors, clients, and employees with courtesy and professionalism, manage incoming calls, and provide necessary information or messages.
Maintain a clean and organized reception area to present a professional image of the company.
Coordinate activities and assist in managing the Project Director's schedule to anticipate operational support needs.
Monitor and handle incoming/outgoing correspondence, prepare reports, and maintain efficient filing systems.
Assist in transcribing meeting minutes, preparing action plans, and managing social media and online communication tools.
Support payroll, human resources, communications, and employee assistance efforts, including managing expenditure and travel expense reports.
Assist in corporate and government affairs tasks, contributing to staff development schedules and employee training.
Manage office supplies, maintain inventory, and assist with basic administrative tasks such as data entry, photocopying, and scanning.
Collaborate with other departments to provide comprehensive administrative support and ensure security procedures are followed.
Address visitor or employee concerns professionally and stay updated with company policies and procedures.
Desired Knowledge, Skills, And Abilities
Excellent organizational and office management skills in a remote or virtual environment.
Proficiency in word processing, spreadsheet, database, social media, and online tools.
Excellent writing and editing skills.
Strong interpersonal skills.
Flexibility to work in both office and home office environments.
Discretion and confidentiality with corporate information.
Ability to travel within the state of Texas.
Education And Experience
Bachelor's degree preferred.
Three or more years of experience as an Administrative Assistant, preferably supporting upper management positions.
Experience in coordinating projects and personnel management is desired.
Special Requirements
Must possess a valid Texas Driver's License and Automobile Liability Insurance.
Access to reliable transportation for travel within the service area.
Physical Demands And Work Environment
Must be able to stand, walk, sit for long periods, and occasionally lift up to 25 pounds.
Work environment is fast-paced, demanding both physically and mentally, and involves constant communication.
Please note that this job description may change with or without notice to accommodate evolving job requirements.
This position offers the opportunity to be a key player in maintaining a professional and efficient atmosphere within our organization, emphasizing a commitment to excellence in administrative support, coordination, and guest reception. We look forward to welcoming a dedicated professional to our team.
Employment Type: Full-Time
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Other
Industries
Human Resources Services
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