Administrative Assistant

The Villages•Wildwood, FL

54d•Onsite

About The Position

Within the spirit of “Making People's Dreams Come True,” the Administrative Assistant schedules appointments, provides information to callers, takes dictation, and relieves officials of clerical work and minor administrative business details while delivering Raving Fans customer service to internal and external customers. This is a full-time, on-site position supporting leaders and departments with scheduling, communication, organizational systems, meetings and events, reporting, records, supplies, equipment, and administrative concerns. The role also assists the sales team and leadership with initiatives and training, and performs other duties as assigned.

Requirements

High school diploma or GED and one to three years of related experience, or an equivalent combination of education and experience.
Proficiency in departmental software, including Microsoft Word, Outlook, and Excel.
Strong general clerical and secretarial skills, including typing/word processing, filing, and phone and office reception.
Experience organizing and maintaining moderately complex filing and record systems.
Ability to interact effectively with a diverse range of personnel and external individuals or organizations.

Nice To Haves

Prior experience with Mac systems.

Responsibilities

Answer and screen phone calls, take messages, and direct calls to the appropriate destinations.
Maintain and schedule leaders’ and/or department calendars, including appointments, while using sound time-management techniques and advancing initiatives.
Provide organizational support to leaders, communicate about objectives, and create systems to expedite work, including task lists, responsibility designations, progress check-ins, and other project-management techniques.
Prepare materials for routine team functions, events, appointments, meetings, and daily center operations.
Gather data and conduct research to provide requested reports or summaries.
Maintain reporting and tracking mechanisms, databases, maps, team-member schedules, and documentation, ensuring information is accurate and valid.
Coordinate activities and functions, including room scheduling and setup, media and equipment, and related special arrangements.
Maintain equipment by completing preventive-maintenance requirements, requesting repairs, and maintaining equipment or notifying the appropriate parties.
Maintain supply inventory, anticipate needs, place and expedite orders, and verify receipt of supplies.
Receive mail and correspondence for leaders or departments; review correspondence and determine appropriate action; prepare outgoing mail and correspondence, including email, faxes, and packages.
File documents and develop or modify filing practices for electronic and paper records.
Use office computers, software applications, customer-management systems, and administrative tools and equipment.
Prepare documents and materials using Microsoft Office Suite templates or creating materials from scratch in programs such as Excel, Publisher, PowerPoint, and Word.
Answer questions and requests, provide appropriate guidelines and procedures, and direct people to the appropriate resources for assistance.
Assess administrative needs in advance and proactively identify solutions to concerns.
Contribute to team efforts by completing sales-related tasks or attending special occasions as requested.
Assist the sales team with its initiatives as requested.
Attend special meetings and educational sessions, and assist leadership with ongoing training of new team members.
Perform other duties as assigned.