Overview

Summary of Responsibilities:

    The Administrative Assistant provides professional administrative support to the Accounting & Finance department. He/she independently completes a variety of assigned tasks to meet goals under minimal supervision, working in a team environment

Essential Functions:

  • Prepare a range of non-routine correspondence according to company guidelines
  • Prepare daily correspondence whether it is a letter with a check or overnights for the department.
  • Follow up on action items and report status
  • Coordinate corporate executive travel arrangement
  • Communicate with clients & vendors as needed
  • Assist in projects
  • Prioritize and manage multiple tasks effectively
  • Prepare meeting minutes on an as needed basis
  • Coordinate departmental and new hire move’s with IT department
  • Coordinate the replacement of toner for copier and fax machines
  • Coordinate department filing systems and maintain the downstairs storage area, which includes coordinating items shipped to Iron Mountain
  • Complete the physical damage checks on a daily basis
  • Approve deposits utilizing the desktop deposit
  • Log refunds into the refund tracker and sign receipt from AP

Other Functions:

  • Performs other duties and special projects as assigned
  • May assist in other related departments as required by business needs
  • Extended working hours may be required as dictated by management and business needs

Working Conditions:

  • Overtime work may be required throughout the year
  • Shifts and/or schedules may change throughout the year as dictated by management and business needs
  • High school diploma or GED equivalent required; Business/secretarial education or training preferred
  • Minimum 2 years experience in an Administrative Assistant role in a large corporate environment
  • Able to quickly absorb new information regarding clients/projects/processes and tools
  • Experience coordinating domestic travel
  • Advanced PC/Windows knowledge including MS Office
  • Excellent interpersonal and communication skills
  • Able to work well with all levels of management, staff, outside clients and vendors
  • Ability to independently solve problems and make recommendations
  • Project management skills
  • Experience working in a team environment
  • Ability to maintain a high-degree of confidentiality
  • Demonstrated flexibility