Administrative Assistant

Job Purpose: Supports the assigned studio as a lead administrative assistant and performs a variety of office support and/or secretarial duties for other group or persons, as needed.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

q Provides administrative support including developing, typing, proofing, editing and formatting documents, specifications, correspondence, reports, proposals, graphs, charts, etc., using a variety of software programs.

q Performs a wide variety of administrative functions, including maintaining records and files; coordinating meetings and studio activities, mailings, updating mailing and phone lists; faxing and photocopying; data entry, etc.

q Understands the projects within their assigned studio, the staff involved in the projects and the associated clients.

q Maintain studio calendar, keeping track of the studio staff, meetings, vacations, etc.

q May respond to client needs when Studio Leader or principal is not available or under their direction.

q Takes messages or fields/answers all routine and non-routine questions.

q Works with other administrative assistants in coordinating workloads and assists them or other studios as necessary.

q Works independently and within a team on special and/or ongoing projects.  Acts as project manager for special projects which may include planning and coordinating multiple presentations, disseminating information, creating brochures.

q Acts as liaison with other studios/departments (such as accounting and marketing) and outside agencies.  Handles confidential and non-routine information and explains policies when necessary.

q Assist with sorting, screening, and distributing incoming and outgoing mail.

q Assist with coordinating and setup of performance reviews, meetings, ordering food and clean up of conferences rooms/kitchen.

q Makes travel and lodging arrangements for Studio or as needed.

q Coordinate staff support requests.

q Covers receptionist’s duties as needed.

q Completes other duties and special projects as assigned by the Studio Leader or Office Manager.

q Works well with all levels of staff.

q Able to meet deadlines and work well under pressure.

q Communicates with co-workers, management, clients, other offices, etc. in a courteous and professional manner.

q Conforms with and abides by all regulations, policies, work procedures, and instructions.

q Must be detail oriented and able to work in a team environment.

q Must be able to set priorities, multitask and work independently yet work collaboratively as a member of the studio team and seek supervisory assistance as appropriate.

 

QUALIFICATIONS

Experience

q 1 to 3 years of professional administrative support experience preferred.

 Education

q High School diploma or equivalent combination of education and experience preferred.

 

Technical Skills

q Proficient in Microsoft Office Suite, with advanced knowledge of Word and Excel.

q Intermediate knowledge of Access, Pager Maker, Photoshop preferred.

q Internet and email competence.

q Operation of standard office equipment, including voice mail and telephone system, photocopy machine, fax machine, computer, etc.

 

Language Skills

q  Can develop routine correspondence.

q  Reads and comprehends complex instructions, short correspondence, and memos.

q  Possesses effective oral and written communication skills.

q  Able to handle sensitive and confidential situations with poise, tact and diplomacy