Administrative Assistant job description

Job Title: Administrative Assistant EEOC Class: Professional Department: Operations/Human Resources FLSA Status: Non-Exempt Reports To: Corporate Communications & HR Administrator Job Summary The Administrative Assistant is responsible for assisting with specific areas relating to Midwest Housing Equity Group’s (“MHEG”) Corporate Operations, as well as its multiple entities. This position is responsible for providing support to the Corporation by performing a variety of administrative duties. This individual works with the Chief Operating Officer, Deputy Director of Operations, and the Corporate Communications & Human Resources Administrator.

Job Duties and Responsibilities 

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Greet and assist all visitors in a friendly and professional manner Perform system administrator tasks for the telephone system.

Answer incoming calls in a friendly and professional manner.

Assist with copying, scanning and filing tasks.

Provide secretarial support and administrative services for MHEG staff.

Sort and deliver incoming mail and packages, as well as prepare outgoing mail and packages daily.

Ensure office equipment is properly maintained and serviced.

Maintain an adequate stock of office supplies.

Provide administrative support for MHEG staff including travel arrangements, meeting scheduling.

Maintain activity calendar for all MHEG staff Coordinate quarterly Board of Directors and Executive Staff meetings.

Together with Corporate Communications & HR Administrator, coordinate team trainings and outings, weekly luncheons, monthly staff meetings, and monthly office celebrations (to include but not limited to staff birthdays, achievements, milestones).

Together with Corporate Communications & HR Administrator, assist with marketing/communication tasks such as printing and assembling marketing materials for senior leadership team members, assist with company publications, assist with ongoing website maintenance.

Reconcile monthly credit card statements for CEO/President, COO and self.

Coordinate office maintenance and repairs.

Assist with special projects as requested.

Prepare the front office for the workday.

Perform other duties as assigned.

Managerial Responsibility – none Knowledge, Skill, Licenses, Competency Requirements

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High level of attention to detail and accuracy a must.

Strong organizational skills; ability to coordinate complex tasks, to prioritize conflicting demands and to meet deadlines.

Excellent verbal and written communication skills.

Ability to work independently as well as in a team setting.

Must possess and maintain valid Driver’s License.

Education, Experience  Associate’s Degree in business, administrative assistant or equivalent.  OR 6+ years experience working in an administrative capacity.

Computer Skills  Highly proficient with Microsoft Word, Excel and Outlook  Proficient with other Microsoft Office suite of products.

Work Environment Work takes place in a typical office environment equipped with a computer, phone, copier, printer and other standard office supplies. Overnight travel is rare (less than once a year).

Occasional day trips for off-site office events/meetings.

Physical Requirements  Ability to work under pressure during peak periods.  Ability to work in typical office environment: type proficiently, use a computer, see computer screens and read/comprehend numerous financial and tax reports.  Ability to lift 30 pounds.  When traveling, incumbent may be exposed to varying environmental conditions (e.g., inclement weather, crowded or unsanitary conditions, dirt, dust, construction work).

ACKNOWLEDGEMENT I have received, reviewed and fully understand the job description for Administrative Assistant. I am able to perform the essential functions as described. I understand that my job may change on a temporary or regular basis according to the needs of my location or department without it being specifically included in the job description. I further understand that I am responsible for the satisfactory execution of the essential functions described therein, under any and all conditions as described. I have discussed any questions I may have had about this job description prior to signing this form.

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