Hybrid Corporate Administrative Assistant bei Ruoff Mortgage Company Inc

Description

Position Summary

The Corporate Administrative Assistant provides front desk support to guests, executives, and staff in a corporate office environment by greeting visitors, managing phone calls and inquiries, performing tasks as requested, and organizing company events. This role requires strong organizational skills, attention to detail, flexibility, and the ability to maintain confidentiality and professionalism. You will interact with various groups of important external callers and visitors as well as internal contacts at all levels of the organization.

Essential Responsibilities

• Greets guests in a cheerful, professional, friendly, and hospitable manner.
• Maintain professional and clean appearance of lobby and vestibule, front desk, and common areas.
• Serve as the main point of contact for building maintenance, fitness center inquiries, breakroom and vending company support, and any communications with cleaning service, and other vendors.
• Organize, maintain cleanliness, and administer schedule for executive conference room and assist with internal committees, contests, and activities.
• Sort and distribute incoming mail daily with precision and timeliness. Prepare outgoing mail and shipping labels, as needed. Maintain office supply inventory in mailroom and various storage areas.
• Serve as primary companywide office manager – Setting up vendor accounts for branch office supplies, overnight packages, shred companies, postage meters and mail processing.
• Prepare desks, welcome boxes, and provide office tours for corporate new hires and send new hire announcements. Train and support new branch location front desk admins.
• Develop and maintain general office forms and procedures. Maintain employee anniversary and birthday calendars. Share office-wide lunch menu, weekly.
• Answer phones, take messages, and/or fields/answers for all routine and non-routine questions. 
• Assist Sales employees with a variety of tasks including the preparation and distribution of marketing materials.
• Maintain a professional image and standards consistent with company policies and procedures.
• Responsible for a high level of confidentiality and security while handling personal information; verbal and/or written documentation.
• Perform other support/administrative tasks as requested. Duties, responsibilities and activities may change at any time with or without notice.

Requirements

Knowledge, Skills and Abilities

• Ability to read, write, and communicate at a level consistent with the requirements of this position and comfortable working with the public.
• Must be able to make good decisions and meet deadlines.
• Excellent communication skills; verbal and written; holds self to a high level of quality, required.
• Must be self-motivated and enthusiastic to obtain personal and company goals.
• Ability to stay organized to easily retrieve information and documents as needed.
• Knowledge of Microsoft Office products; Word, Excel, Powerpoint and Outlook.
• Ability to exercise independent judgment to plan, prioritize and organize diversified workload and recommend changes in office practices and procedures.
• Flexibility to adapt to peak periods of heavy work and pressure.
• Willingness to go above and beyond to support our staff and visitors.

Experience and Training 

• High school diploma or equivalent, required.
• A minimum of one-year related experience, preferred.
• Proven experience planning and executing corporate events, meetings, and offsites.
• Strong leadership and people-management skills.
• Executive Assistant, Event Planning, or Office Administrator experience, preferred.
• Proficiency in Microsoft Office Suite, and office/event management tools, preferred.

Physical Demands and Work Environment

Physical Demands:

• While stationed at the front desk, this role is mostly sedentary, however, while performing other duties of this job, this role is occasionally required to walk; reach with hands and arms; stoop; talk and hear to perform tasks as necessary.
• Extensive reading and computer use is expected more than 50% of the time. Receiving and expressing detailed information verbally, in person and by telephone is essential. Must be able to verbally communicate effectively with others.
• Occasionally lift and/or move up to 15 pounds.
• Regular attendance is necessary and essential to this position.

Work Environment:

• Professional atmosphere in a corporate office environment
• While performing the duties of this job, the employee may be exposed to weather conditions prevalent at the time. 
• Care must be observed while driving – absolutely no texting while driving.