Administrative Assistant

The Administrative Assistant will provide administrative support to ensure efficient operation of the office. General office support to managers and employees including a variety of tasks related to daily operations of the organization.

Duties/Responsibilities:

• Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests.
• Ensure optimal use of office equipment, supplies, and inventories through preventive maintenance.
• Maintain supplies inventory by checking stock to determine inventory levels; anticipating needed supplies; placing orders and verifying receipt of supplies.
• Provide front-desk coverage by managing a busy, multiline phone system, greeting guests as they enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment.
• Provide administrative support to senior leaders, including email correspondence and generation and distribution of memos, letters, spreadsheets, forms, and faxes.
• Plan, organize, and schedule credit union meetings in the office, off-site, and via videoconference.
• Coordinate domestic and international travel arrangements for employees.
• Maintain filing system, contact database, employee list, and inventory.
• Order and oversee office supplies and food deliveries for group meetings.
• Carry out administrative duties such as filing, typing, copying, printing, scanning etc.
• Assist in the preparation of regularly scheduled reports including but not limited to payroll and expenses.
• Develop and maintain electronic and manual filing systems.
• Maintain various contact lists of vendors, suppliers and other service providers.
• Ensure trouble-free operation of office equipment by completing preventive maintenance; calling for repairs; maintaining equipment inventories; evaluating new equipment.
• Oversee land and building maintenance services performed by third party providers.
• Reconcile, process, and submit invoices and expense reports for payment by the Accounting Department
• Organize infrequent travel arrangements and accommodations for senior managers and directors.
• Maintain various employee records with integrity and discretion.
• Handle sensitive information in a confidential manner.
• Cover the switch board and reception desk when needed.
• Special Projects as assigned.

Qualifications

Required Skills/Abilities: 

• Proven administrative experience.
• Superb written and verbal communication skills
• Strong time-management skills and multitasking ability
• Aptitude for learning new software and systems
• Experience with accounting software and HRIS.
• Excellent organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office Suite or similar software.

Education and Experience:

• Associates or bachelor’s degree in business, accounting, communications, or equivalent experience.
• Previous success in office management
• Experience managing budgets and expenses
• Experience developing internal processes and filing systems.
• Comfortable handling confidential information