Now Hiring: Administrative Assistant

FLSA Classification

Exempt

 

Reports to

Vice President

 

The Administrative Assistant role performs administrative and clerical tasks/services to support effective and efficient operations of the organization.

Essential functions

 

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

 

Administrative Responsibilities:

  • Answers, screens, and transfers inbound telephone calls
  • Welcomes and assists visitors and clients
  • Ensures efficient and smooth day-to-day operation of office
  • Provides administrative support to ensure efficient operation of office
  • Exhibits polite and professional communication via phone, email, and mail
  • Maintains office supplies/inventory by determining levels, anticipating needed supplies, placing, and expediting orders for supplies
  • Prepares communications such as memos, reports and correspondence as needed
  • Develops and distributes internal communications
  • Coordinates maintenance of office equipment
  • Receives deliveries; sorts and distributes incoming mail
  • Assists in planning employee events
  • Maintains filing systems as assigned
  • Responds to and resolves administrative inquiries and questions
  • Performs other related duties as assigned or as necessary

 

Project Management Responsibilities:

  • Be involved in start-to-end project management including planning, documentation, tracking, and communication
  • Collaborate with vendors in estimating the time to complete projects and tracking progress of the projects
  • Coordinate between different departments and vendors to complete projects
  • Collaborate with other team members to expand organizational communication and efficiently plan and execute milestones and events for the organization

Supervisory responsibilities

 

  • This position does not supervise staff.

Work environment

 

  • Most work will be indoors with limited exposure to outside elements.
  • The job requires constant interaction with employees and public.
  • May work in close proximity to other people, such as when sharing or entering office space.

Benefits

 

  • 401K per policy
  • 100% Health Insurance (individual)
  • 100% Vision Insurance (individual)
  • 50% Dental Insurance (individual)
  • Paid, Personal and Vacation days

Required Education and Experience

 

  • High School diploma or equivalent.
  • One to two years of administrative experience.
  • Proficient with the Microsoft Office Suite or related software.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Basic understanding of clerical procedures and systems such as record-keeping and filing.
  • Ability to work independently.

Physical demands

 

  • Often works in indoor/office environment.
  • Prolonged periods of sitting at a desk and working on a computer.
  • Works in close proximity to the public and other staff, such as in company vehicles/trucks or sharing office space.
  • May be exposed to loud or distracting sounds or noise levels.
  • May be required to lift less than 10 lbs. on occasion.

Competencies

 

  • Excellent customer service skills.
  • Ability to multi-task and be results-driven.
  • Quick learner.
  • Cooperative and team player.
  • Excellent communication skills, oral and written.
  • Strong organizational skills and the ability to prioritize efficiently.
  • Attention to details and problem-solving skills.
  • Ability to maintain a high level of confidentiality.
  • Follows instructions and executes.
  • Adaptable to change, even on a moment’s notice.
  • Self-motivated and self-directed team player.
  • Excellent time management and organizational skills.
  • Ability to maintain a high degree of patience.

Preferred experience

 

  • Associate’s or bachelor’s degree; or equivalent combination of education and experience.
  • Bi-lingual/ability to speak Spanish.

Work authorization/security clearance requirements

 

New hires will be required to complete Section 1 of federal Form I-9 and must present acceptable documents authorized by the U.S. Citizenship and Immigration Services proving identity and employment authorization.

Other Duties

 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

 

Affirmative Action/EEO statement

 

Classic Tents & Events/Coastal is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. The Company is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.

Interested in joining a classic team?