Administrative Assistant

Description

Summary/Objective Responsibilities may include answering the phone; managing calendars; making travel, meeting, and event arrangements; preparing reports and financial data; customer and employee relations. Sensitivity to confidential matters is required. Essential Functions Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions listed below. Serves as the primary administrative support personnel to executives, staff and/or departments located at their respective building Maintains neat appearance of reception, office, meeting and break room areas, ordering office and break room supplies from vendors as requested Welcomes guests meeting visitors and vendors, following ACA's Physical Security Policies. Takes visitors to the respective departments for meeting and appointments Prepares expense reports in Concur, as needed, for processing by Accounts Payable Arranges and coordinates meetings in conference rooms located at their respective building, including maintaining the meeting calendars, ensuring that all materials necessary for the meeting are available Manages and maintains schedules, appointments and travel arrangements for executives and staff, as requested Arranges catering orders for department meals/meetings/events Prepares and edits drafts of correspondence, communications, presentations and other documents in advance of meetings, disseminating, as requested Develops and maintains filing systems, as needed Coordinates building maintenance issues with Facilities Manager, as needed Contributes to company programs and initiatives Other tasks as assigned Qualifications High School diploma Must be proficient in Microsoft Office products, specifically with Excel, Word, and Outlook Positive attitude; high energy; assertive Must possess a strong ability to prioritize Outstanding organizational and planning skills Exceptional verbal and written communication skills Excellent customer service skills Be a self-starter, able to work independently utilizing good judgment and decision-making skills Good problem-solving skills Ability to work under and maintain confidentiality Attentive to detail and accuracy Flexibility Proficient computer skills and strong willingness to learn relevant software Supervisory Responsibility This position has no supervisory responsibilities. Work Environment and Physical Demands This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Position Type/Expected Hours of Work This is a full-time position with a work schedule of Monday-Friday with some schedule variations as needed. Travel No travel is expected for this position. EEO Statement ACA provides equal employment opportunities (EEO) to all applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. ACA complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.