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Administrative Assistant

Administrative Assistant

Overview

The Administrative Assistant creates an initial impression for Midan clients and visitors, therefore, a professional and pleasant demeanor, in person and on the telephone, is essential.  This role provides a wide range of administrative and office support activities to the Vice President of Operations, Accounting department and other local and remote staff of Midan to facilitate the efficient operation of the organization.

Specific Responsibilities:

Administrative

  1. Provide advanced assistance to organization by performing various complex administrative support functions, including, but not limited to, analytical and specialized administrative duties to ensure efficient office operations.
  2. Monitor, screen, respond to and distribute incoming communications. Act as primary contact on telephone to answer and manage incoming calls; receive and interact with visitors and clients.
  3. Prepare and send miscellaneous mailings/shipments as necessary, including coding receipts as needed and providing receipts for the credit card holder.
  4. Prepare and edit correspondence, communications, presentations and other documents; file and retrieve documents and reference materials; maintain internal documents.
  5. Assist and support the VP of Operations, Creative Communications Director (CCD), Executive Assistant and Accounting Manager in various and fluctuating ways as needed.
  6. Manage and maintain schedules, appointments, travel arrangements and files; assist Executive Assistant in Mooresville, NC to schedule meetings; anticipate conflicts and materials, as needed.
  7. Assist with team travel needs and independently coordinate travel arrangements.
  8. Maintain furniture/equipment inventories; coordinate maintenance of office equipment.
  9. Maintain tidiness of general office area, including common spaces, flex offices, conference rooms and kitchen areas.
  10. Review operating practices and implement improvements; maintain desk manual.
  11. Manage running and maintenance of internet technology equipment and programs (which includes phone system) in concert with off-site IT support contractor.
  12. Provide in-person and remote technical assistance as appropriate to any staff member as needed.
  13. Craft and distribute relevant information, both locally and company-wide, regarding changes to schedules or other pertinent changes or situations.
  14. Maintain appropriate levels of general office supplies in the most cost efficient manner possible.

Project Support

  1. Provide project support for Vice President of Operations and other team members, including visiting staff, as needed.
  2. Proofreading, when needed.
  3. Set up conference room for meetings; initiate telephone and Mitel Collaboration/Skype/GoToMeeting calls for meetings, maintain tidiness of conference room, including cleaning the whiteboard.
  4. Organize office, team and company outings and in-office activities. 

Human Resources

  1. Ensure furniture, computer and telephone equipment, email address and telephone extension are in place for new team members. Ensure new team members receive and complete paperwork needed.
  2. Ensure required federal and state mandatory postings are up-to-date on a quarterly basis.

General

  1. Handle highly confidential, sensitive and/or critical information, files, records and reports.
  2. Actively promote and ensure clear communication within the department and facilitate inter-departmental communication.
  3. Manage and coordinate projects and programs to ensure high quality end results within given timeframe.
  4. Perform other duties as required and/or assigned.

Qualifications

At least three years’ experience supporting an office team

Strong organization and problem-solving skills, detail-oriented and able to juggle multiple projects and priorities

Excellent written and verbal communication skills, proofreading skills, excellent grammar and punctuation knowledge

Proficient in Microsoft Office (Word, Excel, PowerPoint and Outlook) and webinar meeting software (Skype, GoToMeeting); intermediate Excel skills preferred

Excellent attention to detail

Ability to work in a self-directed or team environment

Education, Training and Network

Bachelor’s degree preferred

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