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POST DATE 8/12/2016
END DATE 10/12/2016
1st Choice, LLC
JOB DESCRIPTIONIMMEDIATE HIRE!! Administrative Assistant Job Description/Expectations:
Arrive on time and leave on-time (7:30am to 4:30pm)
Be professional and courteous
Be a team player and support other administrative assistants and groups
Report to Project Director and Deputy Project Director – Business and assist management team as necessary.
Stock kitchen (coffee and supplies) [morning, afternoon and evening]
Wipe down and clean-up kitchen (morning, afternoon and evening)
Clean out refrigerator, every 2 weeks
Order breakfast/lunches for meetings
Sign for Deliveries
Notify people that packages are up front, but do not leave desk and deliver
Sign-in/out all visitors and hand-out badges and collect badges
Assist with mailings and FedEX packages. Keep all order forms and packing slips for 3-way match)
Keep inventory of all office supplies and order monthly and/or as needed.
Order Office Supplies for the team
Keep inventory of water supplies and keep fully stocked.
Keep inventory of all kitchen supplies and keep fully stocked.
Coordinate repair of copy machines and attend to toner replacement.
Keep storage area organized and clean of clutter.
Maintain the contact list and organizational chart
Maintain the office floor plan.
Assist with preparation of letters
Assist with copying documents for meetings, etc.
Assist with travel arrangements for the team, if needed
Maintain the meeting room schedule
Assist with scheduling meetings, including drafting agendas, meeting minutes and other tasks as assigned.
Assist with misc. tasks (put up a sign if not at the front desk):
Assist with preparing letters and transmittals
Establish an action item tracking log for correspondence for Project Director
Helping prepare bound documents, Board Books, presentations, etc.
Helping to make copies
Assist with document control data entry
Assist with booking conference rooms (as needed)
Assist with ordering lunches (coordinate with procurement buyer), as-needed
Assist with special projects (X-mas parties and other events), as necessary
Assist with preparing org. charts, flowcharts, etc. in Visio, as needed
Assist with filing, as-needed
Assist with making tabs, binders, covers & spines
Assist with overall Building management and reporting of maintenance needs/repairs.
MUST HAVE PREVIOUS EXPERIENCE WITH Visio, PowerPoint, Word, Outlook and Excel
- Dental Insurance
- Health Insurance
- Life Insurance
- 401K / Retirement Plan
- Vision Insurance