Job Summary: 

The Administrative Assistant will provide administrative support to management level and their support staff with a variety of clerical activities and related tasks. Additionally, they will act as the initial contact for all clients and vendors visiting the Corporate Office.  This role is also responsible for answering incoming calls, directing calls to appropriate staff, back up for mail distribution, negotiating and purchasing of designated supplies and equipment, assisting with travel, as well as additional clerical duties.  This is a high contact position which requires a high degree of professionalism, organization, and detail orientation, coupled with the ability to multitask and prioritize. 

Essential Functions: 

Front Desk  

• Professionally administer all incoming calls and ensure phone calls are directed accordingly 

• Greeting guests in a professional manner determine nature and purpose of visit 

• Responsible for administrative processes and support of management, such as preparing correspondence, memos, flyers, data entry, distribute /prepare mail, messages, courier deliveries and schedule appointments 

• Transmit information or documents to customers, staff and vendors using a computer, mail, or facsimile machine 

• Schedules & coordinates Company functions, meetings, training, and places catering orders 

• Handles all outgoing shipments for UPS / FEDEX; domestic and international 

• Assures discreet handling of all business 

• Open and close visitor area (locking doors, closing blinds, turning off lights)  

Procurement 

• Assist in negotiating and purchasing designated materials, equipment, and supplies from vendors   

• Assist with generating purchase orders and tracking purchases/POs 

• Evaluates vendor quotes and services for designated vendors to determine most desirable quotes   

• Reconcile shipping invoices 

• Assist Accounting with setting up vendor info in the accounting system 

Travel 

• Assist with coordinating Company’s travel needs, including but not limited to hotel and flight accommodations 

• Ensures that travel needs are met within the constraints of the travel policy 

• Must be able to work with the Company travel agency and ensure the agency reporting is accurate and current 

• Assist with communicating with travelers to ensure convenient travel times, may include lodging arrangements and daily transportation within the destination city 

• Initiates and approves travel accounts within the Company travel agency 

Executive Assistant  

• Act as administrative point of contact between the executives and internal/external clients 

• Handle executive’s requests and queries appropriately 

• Arrange meetings, appointments and provide reminders 

• Take dictation and accurately enter data 

• Produce reports, presentations and briefs 

• Conserves executives time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating communications 

• Maintains customer confidence and protects operations by keeping information confidential 

• Contributes to team effort by accomplishing related results as needed 

Requirements: 

• Excellent phone etiquette and verbal communication skills  

• Must work as a team player and collaborate well  

• Ability to follow instructions and work independently, with the ability to multi-task  

• Ability to give full attention to what other people are saying & to actively look for ways to help people  

• Professional appearance & demeanor, with ability to exercise good judgment and discretion 

• Knowledge of MS Office (Word, Excel, Outlook)  

Required Education/Experience: 

• High School Diploma or GED, with minimum 2 years customer service and / or related experience  
  
  Midpoint Hourly Rate: $21.50 Hourly 

Work Authorization/Security Clearance Requirements: 

Not Applicable. 

What we offer
We are committed to offering the best to our employees. We offer a comprehensive benefits package that includes:

• Yearly Performance Bonuses
• Referral Bonuses
• Comprehensive Medical/Dental/Vision Plans
• Company Paid LTD/STD
• Company Paid Life Insurance
• HSA/FSA
• Unlimited Vacation
• 40 hours of sick time per year
• Paid Holidays (10 per year)
• WFH Equipment Stipend
• Internet/WIFI stipend
• 401K - company match
• Educational Assistance Program

Our company values work-life balance, and for this offers benefits such as Remote Work, Flexible hours, and a Wellness program.