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Administrative Assistant

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Date: Sep 24, 2018

Location: Chicago, IL, US, 60601

Company: Envision

Job Description

 

Job Title:              Administrative Assistant Associate

                    

Reports To:          Office Manager

 

   Department:          Administration                                  Location:      Horsham, PA

 

FLSA Status:        Non-exempt

 

POSITION SUMMARY: 

 

This is an entry level position (i.e. 1 of 4 levels) within the Company.  Typical job functions include supporting a group of employees within a department or function, providing administrative and clerical support to assist them with assigned duties.  Typically, incumbents have limited experience, and rely on instructions and pre-established guidelines to perform the functions of the job.  Works under immediate supervision.

 

This position is responsible for providing administrative support, with strict adherence to confidentiality and oriented to maximizing the effectiveness of the supervisor and department in which they work.

 

Essential Duties and Responsibilities -

  • Provides administrative support to departmental personnel including answering telephones, maintaining conference room schedules, coordinating meetings, and managing consequences.
  • Coordinate, confirm and track employee’s travel or lodging arrangements.
  • Schedule, verify and participate as necessary in meetings and appointments including making travel arrangements and accommodations for attendees, preparing conference rooms and arranging meals.
  • Copying, typing, sending/receiving and distribution emails, sort, distribute and respond to mail, send certified mail, screen calls, greet visitors, answer phones, set up and maintain file system, inter-office mail, overnight mail, frequently check out box and process work, etc.
  • May compile reports, proposals and presentation materials.
  • Answer and screen calls for urgency, set priorities, take accurate messages and channel them to the proper contact individual.
  • Plan, coordinate and participate as directed in meetings and other off-site meetings.
  • Coordinate and distribute daily “out of office” messages
  • Completion of expense reports of assigned personnel.


 

  • Updating and distribution of several divisional documents as needed.
  • Adherence to and compliance with information systems security is everyone’s responsibility. It is the responsibility of every computer user to know and follow Information Systems security policies and procedures. Attend Information Systems security training, when offered.  Report information systems security problems.
  • Adhere to all company policies and procedures.

 

 

Non-Essential Duties and Responsibilities-

  • Analyze and route internal and external calls to the proper resource.
  • Receive, sort, facilitate dissemination of incoming mail and information to department personnel.
  • Maintain, scan and index various agreement files and documents retrieval system.
  • Perform other duties as assigned.

 

Minimum Qualifications:

 

Education/Licensing/Certification:

  • High school graduate with prior administrative experience

 

Experience:

  • Typically, one (1) to two (2) years experience as an assistant supporting a company Manager.
  • Typically, one (1) to two (2) years experience with phone, tracking, interpersonal and proactive and self automate new projects.
  • Typically, one (1) to two (2) years experience with basic accounting/bookkeeping.

 

Other i.e. knowledge and skills:

Microsoft Word, Excel, PowerPoint, Outlook, and type 50 words per minute.


Nearest Major Market: Chicago