Administrative Assistant

VESTA PROPERTY SERVICES INC•Delray Beach, FL

14d•$20 - $22•Onsite

About The Position

The Administrative Assistant facilitates the efficient operation of an assigned department or facility by performing a variety of clerical and administrative tasks. Duties include typing, filing, scheduling, financial record keeping, coordinating meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. The role also handles non-routine correspondence and assembles highly confidential and sensitive information. The Administrative Assistant interacts with important external callers and visitors and internal contacts at all organizational levels. Independent judgment is required to plan, prioritize, and organize a varied workload and recommend changes to office practices or procedures. This position has no supervisory responsibilities. Occasional travel may be required. The role is largely sedentary, though filing tasks may require lifting files, opening filing cabinets, and bending or standing on a stool. The ability to lift up to 15 lbs is required.

Requirements

High school diploma.
Prior administrative experience.
Ability to lift up to 15 lbs.

Responsibilities

Schedule and organize complex activities, including meetings, travel, conferences, and department activities.
Perform desktop publishing and create and develop visual presentations.
Establish, develop, maintain, and update filing systems, and retrieve information from files as needed.
Organize and prioritize large volumes of information and calls; sort and distribute mail.
Draft written responses or reply by phone or email when necessary, and respond to regularly occurring requests for information.
Answer phones, take messages, and handle routine and non-routine questions; cooperate with other departments to provide phone coverage.
Act as a liaison with other departments and outside agencies, including high-level staff.
Handle confidential and non-routine information and explain policies when necessary.
Work independently and with a team on special one-time and ongoing projects.
Manage special projects, potentially including planning and coordinating presentations, disseminating information, coordinating direct mailings, and creating brochures.
Type and design correspondence, memos, charts, tables, graphs, business plans, and other materials.
Proofread copy for spelling, grammar, and layout, make appropriate changes, and ensure the final copy is accurate and clear.