Administrative Assistant

WesleyLife Career • Johnston, IA

4d • Onsite

About The Position

ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES Administrative Support : Provides administrative assistant support to multiple members of the Executive team Support will include but not be limited to, handling and coordinating calendars and schedules, assisting in the preparation of documents, projects of a varied nature, assistance in communications with both internal and external parties, creating agendas / taking minutes, etc. The Administrative Assistant may be asked to participate in a variety of meetings to assist in the facilitation of the meeting and/or keep minutes for the team. The requests of the Administrative Assistant will be highly varied and will require effective management of multiple priorities and the ability to independently follow through on any assigned tasks. Hospitality and Backup Concierge Services : Serves as the NSC’s concierge backup and takes ownership of the hospitality experience for guests, customers and team members at the NSC location. When needed, greets guests, answers the phone and responds to a wide variety of requests and questions from internal and external stakeholders. Displays a high level of customer service both in person and over the phone, professionally interacting and representing the team at all times. Provides exceptional phone support for the office, handling calls with the highest levels of professionalism. Ensures follow up for customer service issues, effectively and timely. Event Coordination : Assists in coordinating and managing events and meetings occurring within the network support center. Assures rooms are set up, food requests are managed, accommodations are appropriate and needed details are handled to provide a smooth, seamless, and exceptional experience for those meeting in the network support center. Works with other administrative staff to ensure the experience of meeting attendees is exceptional. Takes ownership and initiates opportunities to ensure the quality of the experience. Assists with “office management” responsibilities for the network support center to ensure the smooth and efficient daily operations of the office. This includes, but is not limited to: ordering supplies, responding to requests for special supplies, assistance with office equipment, room set up, ordering food for events and activities, and communicating vehicle or building issues to the appropriate person. Projects : Assumes projects for the NSC team, to include facilitating / owning specific projects for the team as well as serving in a support role for others. As an example, the Administrative Assistant will assume responsibility for the contract management system (Concord), as well as the capital expenditure process owning the facilitation of the tools for the organization, training of new users, and communication of updates to users, etc. The assignment to projects and assignments may be varied and/or cyclical and will require flexibility and exceptional time management. This position is highly varied and dependent upon the needs of the network support center team. It’s imperative to note that the job description cannot possibly account for the administrative requests which may be made of this position from time to time. Will be cross trained into other duties to provide back up support for other positions. May assist with a variety of tasks, as time allows. As with all positions at WesleyLife, this role will be expected to complete other duties and assist with special projects as assigned or requested.

Requirements

• A passion for service and our mission is fundamental to this position.
• Must demonstrate the ability to provide high levels of hospitality in person, over the phone, and through written communication.
• A Bachelor’s degree is highly preferred with a minimum of 3 years’ progressive work experience in administrative support or customer service-oriented role.
• Must demonstrate prior experience in providing support to persons at a leadership level.
• Prior management of independent projects is expected for this role.
• Success in managing multiple priorities and having ownership to control and ensure the success of assignments with independent judgment to achieve needed results.
• Must demonstrate very good communication skills, including the ability to manage and facilitate meetings as well as to assist in creating clear written communications for a broad audience.
• Must demonstrate solid judgment, the ability to manage a varied and large workload, and the ability to prioritize effectively.
• Must demonstrate advanced skills in MS products of Word, Excel, Outlook, and Power Point.
• Excellent calendar management skills, including coordination of complex meetings and conferences.
• Must be able to operate all general office equipment such as phone systems, calculator, copy machine, postage machine, and fax.
• Ability to sit for long period of time.
• Ability to use computer for extended periods.
• Ability to stand up to 20% of the time.
• Ability to walk up to 20% of the time.
• Ability to bend and reach for extended periods of time and/or repetitively within the work shift.
• Ability to talk and/or hear for the purposes of communicating with resident, clients and guests.
• Ability to hear and understand instructions from team members and leaders.
• Ability to lift up to 25 pounds without assistance.
• Attendance in person is considered an essential function of this position.
• Critical thinking skills, ability to influence and negotiate change, ability to deliver difficult messages with tact and high levels of professionalism.

Responsibilities

• Provides administrative assistant support to multiple members of the Executive team Support will include but not be limited to, handling and coordinating calendars and schedules, assisting in the preparation of documents, projects of a varied nature, assistance in communications with both internal and external parties, creating agendas / taking minutes, etc.
• Serves as the NSC’s concierge backup and takes ownership of the hospitality experience for guests, customers and team members at the NSC location. When needed, greets guests, answers the phone and responds to a wide variety of requests and questions from internal and external stakeholders.
• Assists in coordinating and managing events and meetings occurring within the network support center.
• Assists with “office management” responsibilities for the network support center to ensure the smooth and efficient daily operations of the office.
• Assumes projects for the NSC team, to include facilitating / owning specific projects for the team as well as serving in a support role for others.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level