The Administrative Assistant is our first impression for both guests and incoming callers. Customer service and presentation is of utmost importance. The Administrative Assistant provides high-level administrative support to company executives by coordinating details for leadership meetings, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings and travel for executives. Join our growing team in our beautiful home office in Vero Beach.
Answers central telephone system and directs calls accordingly
Receives the public and answers questions, in person and by telephone; responds to inquiries from associates, and others and refers, when necessary, to the appropriate person
Organizes and maintains corporate entity binders
Opens and date stamps mail and prepares FedEx mailing labels
Assists accounting with stuffing envelopes and posting envelopes
Maintains Verizon account; monitors data usage and orders new phones for new associates
Acts as a notary
Packages and mails marketing materials to communities as needed
Prepares expense reports for executive team including tracking and keeping receipts
Orders and ensures delivery of gifts to communities and vendors
Manages and maintains the Anniversary and Birthday program company-wide
Handles administrative HR tasks and assists in the recruiting process, i.e. scheduling interviews, sending out emails to candidates and following up on candidate requests
Sends out Career Opportunities to communities weekly
Prepares outgoing mail; sorts and distributes incoming mail.
Duplicates and distributes materials.
Orders name badges for new associates at the corporate level and start up community executive level as needed
Maintains office supply and kitchen inventory, and processes orders as needed.
All other duties as assigned
KNOWLEDGE, SKILLS AND ABILITIES:
High level knowledge of computers and relevant software to include Microsoft Office and Outlook
Able to communicate effectively with all levels of management, team members, residents, family members, vendors, referral sources and outside contacts
Ability to handle multiple tasks while maintaining composure and professionalism
Able to make independent decisions
Possess time management skills with ability to be flexible and switch tasks as needed
communicate in a warm, friendly and caring manner at all times
Knowledge of customer service principles and practices
High School Diploma or equivalent required
At least two (2) years’ experience in an Administrative Assistant role
Prior experience with receiving directives from several executive team members highly preferred