Administrative Assistant | Full Time

About the role

801 Peyton Way, Charleston, West Virginia 25309

About the role

This position provides administrative support to include word processing, photocopying/scanning/faxing, filing and scheduling, performs duties such as answering the phone, greeting guests, coordination of meetings and travel, ordering and stocking office supplies, coordinating mailings, and working on special projects.

Job Responsibilities

• Schedules and organizes activities, including meetings, travel arrangements, and conferences, while providing administrative support to Regional and Home Office Associates.
• Performs word processing and creates and develops visual presentations for the Executive Leadership team.
• Establishes, develops, maintains, and updates filing systems.
• Updates and uploads information into the Data Management System.
• Retrieves information from files as needed.
• Sorts and distributes incoming mail.
• Drafts written responses and replies to inquiries by phone or email when necessary.
• Responds to regularly occurring requests for information.
• Answers incoming calls, takes messages, and handles routine and non-routine questions.
• Works in cooperation with other Administrative Assistants to provide phone coverage as needed.
• Greets and directs incoming visitors and guests in a professional, courteous, and friendly manner.
• Acts as a liaison between Executive Leadership and other departments.
• Handles confidential and non-routine information with discretion and professionalism.
• Works independently and collaboratively with team members on special projects.
• Assists with planning and coordinating presentations, disseminating information, and coordinating direct mailings.
• Creates general correspondence, memorandums, charts, tables, graphs, business plans, and other administrative documents.
• Proofreads documents for spelling, grammar, formatting, and layout, making appropriate corrections as needed.
• Ensures the accuracy, clarity, and quality of all final documents.
• Processes travel reimbursements through the appropriate approval process.
• Documents and reconciles corporate credit card expenses for submission to Corporate Finance.
• Assists with ordering, receiving, stocking, and distributing office supplies.
• Monitors office security and ensures unauthorized visitors do not gain access to the executive area.
• Makes travel arrangements as needed.
• Completes all other duties as assigned by management.

Requirements

• Must possess a high school diploma or GED; Associate's Degree preferred.
• Must have 3+ years of administrative experience supporting senior-level executives.
• Must have excellent verbal and written communication skills.
• Must demonstrate a polite, considerate, and professional demeanor when interacting with visitors, coworkers, and members of management.
• Must exercise independent judgment when planning, prioritizing, and organizing a diverse workload.
• Must be able to handle and maintain the confidentiality of sensitive information.
• Must be customer-service oriented with the ability to work effectively with others as part of a team.
• Must be highly organized, possess strong multitasking skills, and work with minimal supervision in a fast-paced environment.
• Must have advanced proficiency in Microsoft Office applications, including:Microsoft OutlookMicrosoft WordMicrosoft ExcelMicrosoft PowerPoint
• Must maintain a neat, well-groomed, and professional appearance.
• Must dress in a professional manner.
• Must be able to sit for extended periods of time.