Administrative Assistant / Receptionist

Description

JOB SUMMARY

The Administrative Assistant / Receptionist is the primary point of contact for the office and provides provides general office support with a variety of clerical activities and related administrative tasks. The Administrative Assistant / Receptionist will be responsible coordinating office activities and operations while providing clerical and administrative support to management, special project assistance to other employees, and support for the SNC Board of Directors. 

ESSENTIAL FUNCTIONS

Receptionist:

Directs office activities and functions to maintain efficiency and compliance with company policies.

Prepares agendas, makes travel arrangements, and maintains calendars for senior management.

Oversees telephone services, email correspondence, and mail distribution.

Greets clients, visitors, and guests; determines the purpose of each persons visit and directs or escorts him or her to the appropriate location.

Answers, screens, and directs phone calls to staff; takes messages and schedules appointments.

Open and close visitor area (locking drawers, turning off lights). 

Maintains tidy reception area and breakroom and maintains stock as needed. 

Provides general administrative and clerical support to senior management or others as needed, by assisting with preparing letters, memos, forms, binders and reports according to written or verbal instructions.

Assists in revising front desk procedures and processes as needed.

Maintains office supplies inventory and assists with purchasing business cards and printed supplies. 

May also assist with other related clerical duties such as photocopying, faxing, filing, and collating.

Board & Management Administrative Support:

Assist in preparing draft correspondence, reports, and presentations for Senior Management. 

Maintains board meeting annual calendar and coordinates board meetings based on calendar. 

Provides comprehensive administrative support to the SNC Board. Coordinates with senior management on implementation of initiatives.

Utilizing technology and the SNC Board Collaboration SharePoint:

• Assist with the development and assembly of meeting packets for boards and committees.
• Maintains the Board “open items” list.
• Maintains summary of motions and action items after all assigned board and committee meetings and tracks all agenda items for all assigned boards and committees.
• Formats and maintains records for all resolutions adopted by all assigned boards and committees.
• Assists in organizing and maintaining cloud-based filing system for all assigned boards and committees.
• Transcribes all meeting minutes for all assigned boards and committees. 
• Maintains meeting minutes of the corporation and committees.

Before and during board meetings:

• Posts board meeting notices for all SNC Board and subsidiary meetings at all SNC designated locations.
• Completes roll call during board and committee meetings.
• Processes per diem checks for board.
• Coordinates board room use, and stocks supplies.
• Coordinates IT support for board and committee meetings.
• Coordinates logistical support for board and committee meetings. 

Assist with maintaining the SNC and Subsidiary Corporate Books.

Performs research, analysis, and reporting for special projects.

Other Duties:

Adheres to company policy and guidelines.

Work as a "team-player" with co-workers in a respectful and supportive manner. 

Seek and participate in development and training opportunities.

Work in a constant state of alertness and in a safe manner.

Perform other duties as assigned.

Requirements

KNOWLEDGE, SKILLS, & ABILITIES

Strong customer service orientation.

Strong organizational skills with the ability to confidentially process and maintain data with attention to detail. 

Basic administrative and professional phone skills; ability to perform related tasks. 

Strong administrative and clerical skills and ability to perform related tasks; alphabetization, filing, making presentations, researching and reporting information, drafting correspondence/memos, etc.

Basic technical writing skills to effectively draft emails, memos, and correspondence.

Strong computer skills specifically using Microsoft Office Suite; ability to learn additional computer skills or software programs. Ability to type at least forty-five words per minute.

Excellent people skills to work effectively and cooperatively with others.

Effective oral and written communication skills to effectively communicate information to others.

Ability to grasp new tasks.

Ability to work quickly with high levels of accuracy.

Ability to be detail oriented, organized, and proactively follow-up as needed.

Ability to use good judgement and make appropriate decisions.

Ability to use general office equipment such as fax, phone, copier, etc.

Strong customer service skills, including active listening, prompt service and follow-up. 

Professional appearance and customer service driven. 

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 

Ability to perform basic math (add, subtract, multiply, divide, find ratios/percentages) quickly and correctly and read bar charts and graphs.

Ability to safely operate a motor vehicle. 

QUALIFICATIONS:

High School diploma

Minimum of four years’ experience in a clerical / administrative position. 

Professional appearance. 

Valid state driver’s license and be qualified to operate a vehicle under the conditions of the Company’s driving policy. 

Ability to pass background screening.