Avoid scams and fraud by dealing locally! Beware any deal involving Western Union, Moneygram, wire transfer, cashier check, money order, shipping, escrow, or any promise of transaction protection/certification/guarantee. More infoWANTED: Creative, Administrative Assistant to support our team and work directly with our business owner.
Do you fit this picture?
Intelligent. Forward thinking. Strategic. Meticulous. Confident. Collaborative. We are looking for a stellar Administrative Assistant to support our team. Someone who is as comfortable answering the phones and tidying the office as they are in creating a PowerPoint presentation and managing complex calendar requirements.Someone who thrives on organization. Someone who is proactive, cool headed and a self-starter. Someone who can manage multiple tasks at the same time. Someone with excellent verbal and written communications skills. Someone who thrives in a fast-paced, challenging, and creative environment.
The individual will serve as the "face" of the firm and will be responsible for answering phones, managing calendars, database, filing, and correspondence. The primary focus will be to support our business owner, but this individual will also be required to work with all members of our team as necessary. Daily tasks will include preparing the office for client presentations, ordering supplies, managing various tracking tools that are essential to the team, and coordinating travel. This individual will have daily contact with our clients and vendors and will be expected to present a professional and positive impression at all times.
The Administrative Assistant reports to the business owner.
RESPONSIBILITIES:
Perform daily administrative tasks (includes answering the phones, greeting guests, picking up lunch, transferring calls, taking messages, setting up conference calls, retrieving messages from company mailbox, retrieving and distributing mail, copying and faxing, messengers and FedEx, USPS mail, printing and binding)
Manage cleaning service and daily office clean up
Manage and maintain corporate database: Outlook and Salesforce.com
Manage and maintain company calendar including scheduling meetings and presentations
Manage and maintain CEO calendar and priorities
Order office supplies (includes sourcing optimal vendors, developing monthly order list, maintain adequate inventory at all times, etc.)
Implement key account support tasks as assigned by Account Director, such as:
Maintaining master files, master binder, sample files, archive files and server organization
Manage set-up for client meetings (includes ordering food, setting up conference room, cleanup following meetings, etc.)
Manage final production of materials (including proofreading, binding, developing presentations)
Manage account codes including set-up on phone and copiers
Implement key Office Management tasks, such as:
Manage office equipment including IT with support from outside vendor (includes proactive maintenance, server back-ups, server organization, computer inventory, software licenses, hardware, management of vendors, etc.)
Manage phone system (includes recording holiday greetings, setting up new extensions, changing out names on phones, etc.)
Manage and proactively update Employee Manual and Operations Manual
Enhance employee/office interconnectedness (includes managing optimal calendar system, updating database, syncing hardware, etc.)
Arrange travel, process expense claims (includes proactive development of itineraries, driving directions,etc.)
Coordinate and conduct all orientation requirements for new hires (including entrance and exit procedures, employee contact sheets, employee code sheets)
Support account team as required
Support new business process as required
Desired Skills & Experience
QUALIFICATIONS:
2-3 years administrative experience
Must have completed a Bachelors Degree at an accredited institution
Degree in Marketing or Communications is a +
Expert knowledge of Microsoft Office, especially PowerPoint
Strong attention to detail and extremely sharp organizational skills
Capacity to handle simultaneous projects, prioritize tasks, meet strict deadlines and work independently across various tasks
Strategic, intelligent and creative thinker
A desire to learn, be challenged and be an instrumental part of a growing company
Expert communicator who can speak to clients as well as vendors in a professional and appropriate manner
Ability to work and communicate effectively at all levels of the organization, with unique, creative, and dynamic personalities
Only candidates who meet the above criteria should apply.
To apply please send your resume and cover letter. In your cover letter, explain how you are a "creative, administrative whiz" and include "3 fun facts" about yourself.
COMPANY DESCRIPTION:
We're a health marketing company.
We help organizations in health - or those that want to connect to it - promote brands, products, services and initiatives that impact health.
With innovative ideas.
And creative marketing tools.
And with strategic programs that bring them to the market in a way that cannot be ignored - creating relevance and meaning.
In what they do.
In who they are.
In what they say.
At HBG Health, we cultivate the brands that endeavor to change the health of the world.
Location: River NorthPrincipals only. Recruiters, please don't contact this job poster.Please, no phone calls about this job!Please do not contact job poster about other services, products or commercial interests.
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