Administrative Assistant

Description

POSITION SUMMARY

This position functions as a key part of office administration support, providing assistance to the Administrative Manager, Xtend management, and other internal staff. The Administrative Assistant plays a central role in maintaining a welcoming office atmosphere, managing communications, and executing various administrative duties.

This role involves maintaining the front lobby, breakroom and conference rooms on a daily basis, greeting internal staff and visitors, and responding to communications in a timely and professional manner. Duties also include typing, copying, data entry, filing, mailings, meeting coordination and setup, and hospitality. All duties and tasks will be assigned/approved by the Administrative Manager.

ESSENTIAL JOB FUNCTIONS

1. Maintain a pleasant and welcoming atmosphere for clients, staff, and other visitors in the office; provide excellent hospitality service; conduct building tours for new hires.

2. Demonstrate excellent phone etiquette and written communication skills; respond to/triage emails/phone inquiries in a timely manner.

3. Maintain sign-in sheets for security and auditing purposes; empty shred bins as needed to maintain compliance; activate and deactivate key fobs as required.

4. Maintain overall cleanliness of the lobby, breakroom, conference rooms, storage, and respite room.

5. Assist and support Xtend staff and management team as needed (primarily working with Administration).

6. Coordinate with direct supervisor the production and distribution of materials for internal and external use.

7. Order and stock supplies for the office, breakroom, and company events.

8. Retrieve and compile weekly, biweekly, and monthly reports using Excel; assist with reports; scan and process as needed.

9. Work with direct supervisor on all primary responsibilities; provide backup to other support staff as needed.

10. Manage and maintain requested calendars along with Outlook inboxes (including but not limited to FileZilla and Infobox).

11. Present a positive and welcoming attitude as a member of the Xtend team.

12. Assist with the planning, setup, and takedown of meetings and other events as needed.

13. Conduct weekly generator checks.

14. Other duties as assigned by management.

Requirements

1. High School graduate or equivalent is required.

2. Must be able to lift at least 10lbs.

3. Minimum of one year of relevant experience in office work is preferred.

4. Proficient in Microsoft Office applications (Outlook, Word, Excel, PowerPoint) is required.

5. Superior typing, telephone, and basic clerical skills required.

6. Excellent organizational and multitasking skills to consistently meet deadlines with a sense of urgency.

7. Thoroughness, excellent attention to detail; ability to take initiative and work independently.

8. Ability to maintain and present a positive, happy attitude.

9. Ability to use discretion when dealing with sensitive or confidential data is required.

WORK ENVIRONMENT & PHYSICAL ACTIVITIES

Xtend operates in a professional office building setting. Some job assignments at Xtend are primarily conducted within the office building while others have moderate to extensive travel responsibilities as described in the Job Functions and/or Job Qualifications section(s) above. Xtend is committed to working with its employees to reasonably accommodate them with the physical aspects of the position.

Communication and Contact: The employee communicates effectively both verbally and in writing with superiors, colleagues, and individuals inside and outside the company.

Relationships with Others: The employee works effectively and relates well with others including superiors, colleagues, and individuals inside and outside the company. The employee exhibits a professional manner in dealing with others and works to maintain constructive working relationships.

Physical Demands: While performing the duties of this position, the employee is regularly required to stand, sit, talk, hear, and use hands and fingers to operate a computer and telephone. The employee must be able to see within normal vision range. The individual must have manual dexterity to operate a keyboard and mouse.