Job Description

Administrative Assistant – Description and Duties:

• Receives calls, determines nature of business, and directs callers to appropriate destination; Takes and delivers messages or transfers calls to voicemail when appropriate personnel are unavailable
• Greets guests and visitors to the office and effectively deals with their concerns by exhibiting a professional, mature, courteous, gracious, and efficient manner
• Performs other clerical duties such as filing, photocopying, collating, and updating marketing materials

· Oversee and manage IT via third party provider.

• Order office supplies
• Maintaining all aspects of the office
• Maintains and update appointment and calendars
• Assist in entering invoices and other duties as needed
• Collateral - develop and manage printed/pdf marketing collateral including:
• Project Sheets
• For Lease/For Sale collateral
• OO Brochures
• Business Cards
• Stationary
• Website maintenance. Updating and adding new content
• Email Marketing
• Social Media

The skills shall consist of, but are not limited to, the following:

• Must be able to work with minimum supervision and be proactive in completing daily tasks within stated deadlines
• Maintain open communications and foster harmonious working relationships among all personnel
• Possess excellent verbal, written, interpersonal, communication and organizational skills
• Possess computer fluency in Microsoft Office (Word, Excel, Publisher, Power Point, etc.), as well as reasonable proficiency in other software programs (QuickBooks, Pitch, Hubspot, etc.)
• Possess attention to detail, quality and accuracy in all work
• Ability to think, assess and act decisively in handling multiple tasks concurrently
• Use good judgment to ask appropriate questions and request assistance when needed
• Self-motivated and highly skilled problem solver
• Accept additional duties as necessary or required
• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Sets goals and objectives; Organizes or schedules other people and their tasks

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