Full Job Description
Phil Long Dealerships is looking for a full-time Administrative Assistant to provide administrative support to ensure efficient operation of the office. Supports managers and employees of the HR, Risk Management and Westmerica department through a variety of tasks related to organization and communication.
Effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.
Organize and schedule meetings and appointments
Produce and distribute correspondence memos, letters, emails, faxes and forms
Assist in the preparation of regularly scheduled reports
Provide general support to visitors
Research and creates presentations
Ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
Contribute to team effort by accomplishing related results as needed
Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
Write / edit letters and emails on behalf of other office staff
Book conference calls, rooms, etc.
Maintain computer and manual filing systems
Handle sensitive information in a confidential manner
Take accurate minutes of meetings
Handle multiple projects
Receive, sort and distribute the mail
Greet and assist visitors to the office
Photocopy and print out documents on behalf of other colleagues
Administrative Assistant top skills & proficiencies:
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail
Excellent written and verbal communication skills
Strong organizational and planning skills
Proficient in computer software such as MS Office
Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected
Discretion and Judgment
High School Diploma
Associates Degree in Administration (Preferably)
3 Years Administrative experience (Preferably)
Microsoft Office (Excel, PowerPoint, Word and Publisher)
Insurance background is a plus
Standards of performance:
Adhere to all attendance and appearance standards
Complete all duties in a timely and accurate manner
This job description is a summary and is not meant to be all inclusive. Hours, workdays, and duties may vary by location and business needs. Hourly rate of pay is $15.00 per hour.