Administrative Assistant
Job Title: Administrative Assistant
Reports to: President
Effective Date: 1/1/2023
Location: Morgantown, WV
FLSA Classification: FT Hourly – Non-Exempt
Job Summary:
The Administrative Assistant provides high-level clerical support to the President and other executives or department head-level employees, performing a variety of secretarial duties and skilled tasks that include preparing presentations, reports, research documents, and collecting data.
Supervisory Responsibilities:
- May train, supervise, and provide feedback on tasks performed by lower-level clerical staff.
Duties/Responsibilities:
- Provides high-level administrative support to the company President and/or executive employees.
- Records meeting minutes and provides recap for executives. Takes dictation and minutes as needed and accurately enters data.
- Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents; prepares summaries of findings and/or other related written correspondence as requested to produce reports, presentations and briefs.
- Conducts research (within skills and expertise) to assist with projects or inquiries.
- Coordinates and schedules travel, meetings, and appointments.
- Prepares agendas and schedules for meetings, conferences, and other assigned events; takes and distributes minutes or other notes as requested.
- Responds to and resolves administrative inquiries and questions.
- Welcomes and directs visitors and clients.
- Answers and transfers phone calls, screening when necessary.
- Performs other general clerical and secretarial duties as requested, which may include recordkeeping, managing petty cash, maintaining office supplies and coordinating equipment maintenance, and handling shipment packages and mail correspondence.
- Acts as the point of contact between the executives and internal/external clients.
- Handles requests and queries appropriately.
- Develops and carry out an efficient documentation and filing system (physical and/or electronic).
- Performs other related duties as assigned.
Required Skills/Abilities:
- Highly professional with regards to discretion and confidentiality.
- Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position.
- Fully comprehends office management systems and procedures.
- Exemplary planning and time management skills.
- Ability to multitask and prioritize daily workload.
- Exceptional communication skills.
- Extremely proficient with Microsoft Office Suite.
- Ability to work independently and reliably.
- Flexible and adaptable in various situations and when interacting with many different personalities.
- Knowledge of, or ability to quickly acquire, familiarity with the roles and function of the assigned department, and any specifically applicable laws or guidelines.
Education and Experience:
- High School degree required; Additional qualification as personal assistant would be considered an advantage; Associates degree or higher in related field preferred.
- Three to five years of experience in a related role with some supervisory experience preferred.
Physical Requirements:
In compliance with the Americans with Disabilities Act and Amendments, the following have been identified as physical requirements of the job:
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
Compensation and Benefits
- Full-Time Hourly (Non-Exempt) position starting at $25.00/hr. Pay will be commensurate with experience.
- Bonus eligible and will participate in the Company Bonus Program.
- Benefits eligible. Company benefits package includes:
- Medical Insurance
- Dental Insurance
- Vision Insurance
- 401(k) Retirement Plan
- Life Insurance
- Paid Time Off including Holiday, Vacation and Sick Pay