Front Desk & Administrative Assistant

Location: Pittsburgh

Job Type: Contract

SUMMARY:  The Front Desk and Executives’ Administrative Assistant provides high-level administrative support to executive-level staff. Also supports the day-to-day functions of the front desk by answering phones and greeting/directing visitors.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  Other duties may be assigned. Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff, including: • Arranges travel, accommodations, and travel documentations. • Assists with the creation and submission of expense reports. • Performs clerical and administrative tasks, including but not limited to: drafting letters and memos, and processing invoices, reports, and other documents. • Assimilate, create, and disseminate monthly and annualized reports. • Type various documents, create reports using spreadsheets, and manage, organize, and update relevant data using database applications. • Coordinates onsite and offsite meetings/events for executive team members, including securing offsite meeting space, hotel reservations, catering, etc. • Communicates and provide information by relevant methods internally and externally to assist and enable effective service to connected groups. • Performs office tasks including maintaining records and ordering supplies. • Assists with classes held in office by directing students, setting up class/training rooms, maintaining class supplies/snacks. • Answers phones and directs callers to appropriate sources. • Greets visitors and directs them appropriately. • Gathers and distributes incoming mail and packages. • Maintains customer confidence and protects operations by keeping information confidential. • Provides support to additional departments and resources as requested and approved by manager.

SUPERVISORY RESPONSIBILITIES:  No supervisory requirements expected for this role.

QUALIFICATION REQUIREMENTS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

TRAVEL REQUIREMENTS:  Minimal travel may be expected for this role.

EDUCATION and/or EXPERIENCE: • A high school diploma required, some college preferred • Minimum of 4 years’ work experience in fast-paced administrative office environment required.

LANGUAGE SKILLS:  Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, members, employees of the organization, customers, and the general public.

MATHEMATICAL SKILLS:  Ability to calculate figures and amounts such as discounts, interest, commissions, etc. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to develop and interpret business graphs.

REASONING ABILITY:  Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, verbal, diagram, or schedule form.

OTHER SKILLS and ABILITIES:  Must possess a specific level of communication skill both verbal and written. Have demonstrated personnel management skills including, but not limited to, the ability to evaluate staff performance and provide direction, is highly desirable. Ability to work in a multi-task environment taking into account various external factors and to communicate efficiently and accurately to both managers/supervisors and subordinate staff. Must be computer literate with knowledge and experience in word processing and spreadsheet softwares. Ability to learn and use association specific software. Must poses: • Excellent verbal and written communication skills. • Excellent organizational skills and attention to detail. • Excellent time management skills with a proven ability to meet deadlines. • Ability to function well in a high-paced and at times stressful environment. • Ability to work independently and with minimal supervision • Extensive knowledge of office administration clerical procedures • Able to type minimum of 50 words per minute. • Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.

PHYSICAL DEMANDS:  While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

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