Administrative Assistant

Classic Westchester•Yonkers, NY

7h•Onsite

About The Position

The Administrative Assistant will be responsible for a variety of clerical, administrative, and office support duties. This role involves managing incoming and outgoing communications, maintaining organized records, preparing for meetings, and assisting with general office upkeep. The position requires strong organizational skills and pleasant interpersonal skills for effective interaction with colleagues and external contacts.

Requirements

Strong organizational skills
Pleasant interpersonal skills on the phone and face-to-face

Responsibilities

Answer incoming telephone calls, take accurate messages, and assist callers or direct inquiries appropriately.
Manage office email daily, including receipt, printing, forwarding, responding to, and distributing emails.
Type, compose, prepare, and distribute letters, email correspondence, notices, broadcasts, and other office documents.
Fax, mail, and process outgoing correspondence; manage postage and make post office runs as needed.
Copy, print, collate, and distribute letters, materials, packets, and documents.
Maintain organized filing systems for office records and documents.
File meeting minutes and related materials.
Maintain files of relevant news articles and conduct daily searches for news items of interest.
Maintain office supply inventory, including paper, toner, copier supplies, stamps, and general office materials; notify the designated supervisor when reordering is needed.
Receive, unpack, and organize office deliveries and supply orders upon arrival.
Assist with basic kitchen/office upkeep, including coffee preparation, monitoring kitchen supplies, and restocking the refrigerator with beverages.
Prepare monthly and bi-monthly meeting folders.
Mail agendas before meetings.
Print labels for mailings.
Assemble and distribute meeting packets.
Copy news articles and other materials for meetings.
Format, edit, update, print, and distribute meeting minutes as needed.
Report attendance to the designated supervising staff director.
Maintain accurate office records and documentation as assigned.
Update membership database.
Receive election petitions and forward to the Election Committee.
Perform other clerical, administrative, and office support duties as assigned by the President, Staff Directors, Executive Administrative Assistant, or designated supervisor.
Check with one of the Staff Directors or designated supervisor for direction if Executive Board members or committee chairs request copying or assistance.