Administrative Assistant

Position Overview

An Administrative Assistant at Gateway handles reception duties and provides administrative support to company operations. This part-time role supports the Operations Manager to ensure smooth the smooth execution of company activities and events.

Responsibilities

Reception

• Operate a multi-line telephone console to answer and direct incoming calls. Obtain caller’s contact information and forward call to appropriate party. Take and relay messages, as necessary.


• Provide information and assistance to clients and callers in a friendly and courteous manner.


• Receive visitors at the front door, greeting, directing, and announcing them appropriately.


• Update and maintain databases such as mailing lists, contact lists, and client information. (Includes Hubspot and other information systems.)


• Update and maintain internal staff contact lists.


• Maintain reception and common areas in a safe and tidy manner.


• Assist with conference room reservations and set up of meetings. 

Operations Support

• Support operations by completing projects and tasks delegated by the Operations Manager.


• Assist in annual Gateway conference planning and execution including invitations, registration, meeting schedules, presentation schedules, sponsorships, etc.


• Travel to annual Gateway conference and company events as needed.


• Assist with inventory and stock office supplies and beverages. Order specialty items upon request.


• Fax, scan, and copy documents for Directors.


• Coordinate office lunch orders as needed.


• Assist Operations Manager with planning and coordination of company events.


• Print presentations, pitch books, and other documents.


• Maintain TPX phones and Cox cable setup.


• Assist with data entry and other administrative tasks.

Qualifications

• Consistently friendly disposition and pleasant demeanor with tact, patience, and courtesy.


• Strong and effective verbal, written, and interpersonal communication skills.


• Basic computer proficiency (Microsoft Office Suite).


• Ability to handle sensitive information in a confidential manner.


• Prior experience as an administrative assistant/receptionist is a plus, but not required.


• Availability to work Monday through Friday from 8:30am to 1:30pm. In addition, flexibility to work extended hours for special events such as the annual Gateway conference.


• Role does not include or require driving.