Administrative Assistant

1. SUMMARY

The Administrative Assistant will perform a range of secretarial and administrative duties to support team operations. Key responsibilities include managing front desk activities during receptionist breaks or absences, preparing detailed Excel reports, and coordinating the scheduling of conference rooms. The role also involves organizing lunch and offsite conference arrangements and adeptly managing shifting priorities and schedules. The ideal candidate will demonstrate a strong ability to work effectively under pressure and meet tight deadlines.

1. ESSENTIAL DUTIES & RESPONSIBILITIES

• Cover front desk duties when receptionist is on break or absent.
• Support meeting setup and training coordination.
• Assist the Executive Administrative Assistant with day-to-day operational planning needs.
• Coordinate special projects as assigned, including company activities like offsite meetings, quarterly lunches, and special events.
• Compose correspondence and other communications as needed.
• Organize and maintain file system, filing correspondence and other records.
• Greet scheduled visitors and direct them to the appropriate area or person.
• Makes copies of correspondence or other printed materials.
• Prepare outgoing mail and correspondence, including e-mail and faxes.
• Assist the Executive Administrative Assistant with orders and maintain supplies
• Provide administrative support to other departments as needed and as time permits.
• Perform other duties as may be required from time to time by the company.
  

1. OTHER DUTIES AND RESPONSIBILITIES
2. Personnel will report to the Orlando Service Center
3. Participate in proactive team efforts to achieve departmental and company goals.
4. Contribute to building a positive team spirit and ONE TEAM culture.
5. Communicate effectively with team members and management at all levels.
6. Protect confidential information by not communicating, disclosing to, or using for benefit of third parties.
7. Maintain the highest degree of honesty and integrity at all times.
8. Perform other such duties as may be required.

Requirements

1. KNOWLEDGE, SKILLS & EDUCATION

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: Associate degree (AA) or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
• Language Skills:Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
• Mathematical Skills:Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Reasoning Ability:Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Computer Skills: To perform this job successfully, an individual should have knowledge of Internet software; Spreadsheet software, PowerPoint and Word Processing software.

1. PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly required to sit and talk or hear. Frequently required to stand and walk. Occasionally lift and/or move up to 10 pounds. The noise level in the work environment is usually quiet. Hearing protection may be recommended and/or required in some areas.