The Office Administrator will hold a highly visible role in the Aspen Heights team and will be responsible for administrative support of the Executive Leadership Team (ELT). The Office Administrator must be organized, positive and adept at problem solving. Will be responsible for answering phone system, managing and distributing mail, managing office supplies, greeting visitors and will work directly with the Executive Operations Manager on various administrative duties and corporate events.
Required Job Skills:
Project Management – Update and pursue delegated tasks to ensure progress to deadlines; help keep projects on schedule.
Office Maintenance – Maintaining the overall look and feel for the office and shared community space.
Supply Management – Keeping inventory of all office/kitchen supplies and placing orders as necessary.
Mail – Responsible for all mail procedures and activities that deal with all incoming and outgoing mail.
Executive Assistance – Supporting Executive Operations Manager with any tasks that need to be completed on the executive level
Receptionist – Answering all incoming calls and greeting visitors that arrive in the office.
Event Coordination – Assisting with office wide event planning, organization and implementation.
Travel – Assisting with travel coordination as necessary.
Administrative – Assisting with presentation preparation, material proofreading, departmental reporting, meeting coordination and note taking, conference call/video setup, copying, and file organization.
Confidentiality – Must use discretion and confidentiality in all aspects of position.
Communication – Must be able to communicate effectively in writing and in verbal presentation.
Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully and develops alternative solutions.
Customer Service – Provides “World Class Customer Service” to those that they interact with and serve on a daily basis.
Creative - Shows imagination. Generates new ideas to problems or innovates around already established approaches.
Organized – Plans and organizes tasks in an efficient productive manner. Focuses on key priorities. Can juggle multiple projects. Pays attention to detail.
Empathetic - Understanding of others needs
Quality – Demonstrated accuracy and thoroughness; Looks for ways to improve and promote quality performance
Adaptable – Adjusts quickly to changing priorities. Copes effectively with complexity. Flexes around new ideas, processes or environments.
Resilient – Able to spring back and recover quickly from difficult situations.
Competitive – Has the desire to win and be the best; naturally self motivated
Technical – Understand how to use technology (MS Office Suite) and other tools relevant to the job.
Self Starter – Takes initiative by jumping into tasks and responsibilities. Ability to thrive with little supervision and asks for assistance when needed.
Associates or Bachelors Degree
At least 2 years of administrative experience, with preference for team-support experience
Proficient in MS Office Word and Excel and advanced general computer skills
Exceptional communication, organization and attention to detail