Administrative Assistant | Full Time

Harmony Senior Services•Charleston, WV

5d•Onsite

About The Position

This position provides administrative support to Regional and Home Office Associates and the Executive Leadership team. Duties include word processing, photocopying, scanning, faxing, filing, scheduling, answering phones, greeting visitors, coordinating meetings and travel, ordering and stocking office supplies, coordinating mailings, and working on special projects. The role also handles confidential information, processes travel reimbursements and corporate credit card expenses, and monitors security in the executive area.

Requirements

High school diploma or GED.
At least 3 years of administrative experience supporting senior-level executives.
Excellent verbal and written communication skills.
Polite, considerate, and professional demeanor when interacting with visitors, coworkers, and management.
Ability to exercise independent judgment when planning, prioritizing, and organizing a diverse workload.
Ability to handle and maintain the confidentiality of sensitive information.
Customer-service orientation and ability to work effectively with others as part of a team.
Strong organizational and multitasking skills; ability to work with minimal supervision in a fast-paced environment.
Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
Ability to sit for extended periods.
Must maintain a neat, well-groomed, professional appearance and dress professionally.

Nice To Haves

Associate's degree.

Responsibilities

Schedule and organize meetings, travel arrangements, conferences, and other activities while providing administrative support to Regional and Home Office Associates.
Perform word processing and create visual presentations for the Executive Leadership team.
Establish, maintain, and update filing systems; retrieve information from files as needed.
Update and upload information into the Data Management System.
Sort and distribute incoming mail, and draft written responses or reply to inquiries by phone or email when necessary.
Respond to recurring information requests; answer incoming calls, take messages, and handle routine and non-routine questions.
Coordinate phone coverage with other Administrative Assistants as needed.
Greet and direct visitors and guests in a professional, courteous, and friendly manner.
Act as a liaison between Executive Leadership and other departments.
Handle confidential and non-routine information with discretion and professionalism.
Work independently and collaboratively with team members on special projects.
Assist with planning and coordinating presentations, disseminating information, and coordinating direct mailings.
Create correspondence, memorandums, charts, tables, graphs, business plans, and other administrative documents.
Proofread documents and correct spelling, grammar, formatting, and layout; ensure final documents are accurate, clear, and of high quality.
Process travel reimbursements through the appropriate approval process.
Document and reconcile corporate credit card expenses for submission to Corporate Finance.
Assist with ordering, receiving, stocking, and distributing office supplies.
Monitor office security and ensure unauthorized visitors do not enter the executive area.
Complete other duties assigned by management.