Administrative Assistant | Full Time

Harmony Senior Services•Charleston, WV

7d•Onsite

About The Position

The Administrative Assistant 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 assisting with special projects. The role also supports document and information management, prepares and proofreads correspondence and presentations, handles routine inquiries, coordinates expense submissions, and acts as a liaison between Executive Leadership and other departments. The position requires discretion in handling confidential information, professional interactions with guests and colleagues, and the ability to work independently and collaboratively in a fast-paced environment.

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 organization and multitasking skills, and ability to work with minimal supervision in a fast-paced environment.
Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
Ability to maintain a neat, well-groomed, professional appearance and dress professionally.
Ability to sit for extended periods of time.

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 and develop visual presentations for the Executive Leadership team.
Establish, develop, 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.
Draft written responses and reply to inquiries by phone or email when necessary; respond to regularly occurring requests for information.
Answer incoming calls, take messages, handle routine and non-routine questions, and 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 for spelling, grammar, formatting, and layout, and make appropriate corrections.
Ensure the accuracy, clarity, and quality of final documents.
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 prevent unauthorized visitors from accessing the executive area.
Complete other duties as assigned by management.