07 October 2021
Administrative Assistant

Office Administrative Assistant
Job Description:
The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs.
The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
  • Maintain constant physical presence at reception desk at all times, unless on break.
  • Answer, screen and forward all incoming phone calls while providing basic information when needed.
  • Serve visitors by greeting, welcoming, directing and announcing them appropriately.
  • Implement visitor protocol procedures.
  • Assist with setup of meetings including requests for specialty items (including ordering meals) as outlined in the visitor protocol.
  • Prepare coffee daily and ensure there is a sufficient supply for the office through midday.
  • Receive and sort daily mail/deliveries/couriers and process certified mail requests at the post office.
  • Prepare and send all outgoing packages by courier for office staff and executives as directed.
  • Control and update conference room resources/calendars and maintain schedule and meetings.
  • Perform other clerical receptionist duties such as filing, photocopying, collating, faxing etc.
  • Provide general office support including expense reports, meeting requests, preparation of presentation materials, client/producer sales kit distribution, etc. for Sales Executives.
  • Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
  • Assist staff with coordination of travel arrangements with company designated agency.
  • Office supply monitoring and ordering including monthly coffee service and kitchen supplies for all companies and office locations.
  • Coordinate building issues with property manager and/or maintenance staff.
  • Maintain building maintenance logs.
  • Perform other job-related duties as assigned.
Knowledge, skills, and abilities:
  • 3 years of experience as a receptionist or general office assistant.
  • Calendar management skills, including the coordination of complex executive meetings.
  • Experience assisting management with special projects.
  • Strong knowledge of Microsoft Office, including Outlook, Excel, Word and PowerPoint.
  • Experience scheduling travel arrangements for general office staff and management.
  • Experience successfully creating and/or modifying processes • Ability to work independently.
  • Must be detail oriented.
  • Ability to multitask this includes ability to understand multiple products, services, and company’s structure.
  • Bilingual, English and Spanish (required).
  • Bachelor’s degree (preferred).
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At ttg, “We believe in making a difference One Person a at Time,” ttg OPT.