Office Manager Administrative Assistant The Office Manager Administrative Assistant serves as the trusted assistant to the Program Director and Program Manager. This person will provide high level support in a wide range of activities including general office administrative functions communications marketing technology and social media. The Administrative Assistant Communications Assistant must maintain a cheerful atmosphere of hospitality while demonstrating keen organizational skills as the needs of persons entering the office are addressed. The ability to multi-task prioritize projects and assignments demonstrate effective time management exercise tact professionalism dependability and confidentiality are essential daily elements of this position. RESPONSIBILITIESPrimary responsibilities include managing the office reception area (e.g. answering phones greeting visitors etc.) and providing comprehensive clerical support to the Program Director and Program Manager. Specific duties include Maintain a professional office environment for staff and tenants to ensure appropriate levels of organization efficiency and cleanliness. Being able to direct the flow of guests Answer and direct phone calls check emails Setting up meetings and events sending out correspondence preparing meeting minutes Managing the office calendar schedule Updating program databases Procuring office supplies Processing mail and packages Facility management Setting up and maintaining client files Producing periodic reports Interfacing with vendors Executing communications with stakeholders Other tasks as requested SKILLSThe ideal candidate will have demonstrated proficiency in the following areas Standard office equipment operation (e.g. PC printer copier scanner fax phone system etc.) Windows 7 and 8 Operating Systems Microsoft Office Suite (specifically Excel Outlook PowerPoint Access and Word) Basic familiarity with any of the following software programs is a plus Microsoft Access Microsoft Publisher Adobe Acrobat Constant Contact or Mail Chimp Survey Monkey Adobe InDesign Adobe Illustrator Social Media EDUCATION and EXPERIENCE REQUIREMENTSHigh school diploma or GED A total of four years of college technical school education and or work experience (at least two years of work experience in an office environment) The ability to draft edit and proofread basic business correspondence The ability to manage time priorities and multiple tasks independently Attentiveness to details Outstanding customer service skills Dedication to personal and corporate excellence ADDITIONAL CRITERIA and REQUIREMENTSAccess to reliable transportation The selected candidate must be able to pass an office skills software quiz writing and spelling quiz professional references check criminal background check and drug test.
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