The role of an Administrative Assistant is critical to the smooth operation of our organization and requires a high degree of professionalism, efficiency, and attention to detail. Below is a detailed description of the job duties associated with this position.
Primary Responsibilities:
1. Office Management
- Manage daily office operations, including organizing and maintaining office supplies, equipment, and inventory.
- Schedule and oversee routine office tasks such as cleaning, filing, and archiving documents.
- Proficiency with CINC Software and software updates
2. Communication
- Answer and direct phone calls, emails, and other forms of communication in a timely and professional manner.
- Serve as the first point of contact for visitors, clients, and vendors, providing assistance and information as needed.
3. Scheduling and Coordination
- Manage and maintain executive schedules, including arranging meetings, appointments, and travel itineraries.
- Coordinate and prepare for meetings, conferences, and events, including booking venues, arranging catering, and preparing materials.
- Maintain and update contact lists, calendars, and project timelines to ensure efficient workflow.
4. Record Keeping
- Maintain accurate and organized records of company documents, contracts, and otherimportant files.
- Assist in the preparation and filing of legal and regulatory documents as required.
- Ensure confidentiality and security of sensitive information and adhere to data protection policies.
- Meeting Minutes
- Update Association websites with required documents, information and update calendars
5. Financial Assistance
- Assist with basic bookkeeping tasks, including processing invoices, expense reports, and purchase orders.
6. Support to Other Departments
- Assist with the onboarding process for new employees and communities, including preparing orientation materials and coordinating training sessions.
- Participate in cross-functional projects and initiatives to support organizational goals.
- Maintain Architectural Improvement applications, correspondence, approvals and denials.
- When required, do on-site Deed Restriction Violation Drive Throughs
Required Skills and Qualifications
- High school diploma or equivalent; associate's or bachelor's degree preferred.
- Proven experience as an administrative assistant or in a similar role.
- Excellent written and verbal communication skills.
- Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Attention to detail and accuracy in all aspects of work.
- Ability to work independently and as part of a team.
- Professional demeanor and strong interpersonal skills.
- Discretion and confidentiality in handling sensitive information.
Additional Information
As an Administrative Assistant at Athena Management Services, you will play a vital role in supporting our team and ensuring the efficient operation of our office. We value your contributions and are committed to providing opportunities for professional growth and development.
Pay: From $20.00 per hour
Benefits:
- Paid time off
- Professional development assistance
Work Location: In person
