Job description
SUMMARY
The position provides direct support to Director of Event Services, Event Team and internal / external company events. The Administrative Assistant will play a key role on an active Events Team. This person will possess a thorough knowledge of principles and practices of office management and will perform a wide range of administrative and office support duties to facilitate the efficient operation of the organization. They must exercise considerable latitude and discretion of action and use good judgment when handling material and carrying out assignments which may be sensitive and confidential in nature.
Embrace Opportunity Village core values by cultivating positive and meaningful CONNECTIONS with clients and colleagues, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT. Reinforce and positively engage in Opportunity Village’s organizational culture supporting choice and creativity of clients and of staff.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Assist with the Director’s calendar, scheduling, confirming, and arranging meetings.
- Prepare, create, and modify documents including correspondence, presentations, reports, memos, and emails; General clerical duties including photocopying, fax and mailing.
- Keep and update records of business contacts (i.e. mailing and e-mail addresses, and telephone numbers).
- Assist with a wide range of administrative task which also includes processing department purchase requisition as needed and oversee all contract management for team
- Answer, screen, and transfer inbound phone calls
- Resolve complaints, issues, and concerns pertaining to services received/provided.
- Receive and direct visitors and clients.
- Overseeing the master FMX calendar used for events, scheduling event labor as needed and tracking hours.
- Schedule and coordinate meetings, appointments and travel arrangements.
- Manage multiple calendars (Outlook) including the Director’s.
- Prepare agendas and schedules for meetings.
- Record, compile, transcribe and distribute minutes of meetings.
- Maintain electronic and hard copy filing system.
- Complete expense and mileage reports.
- Handle requests for information and data.
- Resolve administrative problems and inquiries. Prepare written responses to routine inquiries.
- Open, sort and distribute incoming correspondence/mail.
- Maintain office supply inventories and coordinate maintenance of office equipment.
- Develop relationships to maintain a high level of service for internal and external stakeholders
- Assume MOD responsibilities as needed during Magical Forest season
- Participate in community events and coalitions.
- Undertakes special projects and assignments as directed.
- Performs other duties as assigned.
SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities.
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