Position Title: Admin Assistant/Office Manager
Reports To: Chief Executive Officer
General Summary:
Under general direction from the CEO and in accordance with established
policies and procedures, the incumbent is responsible for managing the
day to day operations of the office, including but not limited to answering
telephones, performing basic human resource functions, providing administrative
support functions, managing schedules, and trouble shooting. Works closely
with all staff, vendors, and consultants, while projecting a professional
company image at all times.
Essential Job Functions:
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Ensures the smooth running of the day to day activities
within the office.
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Assists management staff and consultants with various
administrative duties and functions, including: scheduling and organizing
events or meetings, travel arrangements, typing, filing, copying,
ordering materials, and assembling and prioritizing of correspondence.
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Performs receptionist functions, including answering
the telephone and greeting visitors.
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Coordinates and assists with prioritizing of work
efforts among the office staff to provide timely and efficient completion
of deliverables.
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Designs office filing systems and ensures that these
systems are up-to-date. Maintains office records, contracts, and agreements.
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Ensures compliance with all applicable regulations,
laws, codes of operation and conduct.
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Assists the CEO and other senior staff with special
assignments and projects.
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Maintains calendar for CEO, makes appointments, and
coordinates work assignments for others in the office.
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Develops and maintains Procedure Manuals and Operations
Manuals for the office
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Performs various human resource functions in the office,
and follows HR policies & procedures.
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Prepares reports, memos, letters, and independently
handles responses, when appropriate.
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Serves as the office contact person with the Accountant,
Attorney, Payroll Administrator, Consultants, and other Vendors.
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Maintains overall appearance of the office.
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Fosters a positive and cooperative work environment.
Other Duties & Responsibilities:
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Ensures an adequate supply of office materials stationery
and equipment is available at all times.
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Maintains records for parking, keys, office expenses,
etc.
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Attends project meetings and prepares meeting minutes
and monitors action items.
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Prepares and coordinates mail, faxes, and express
packages.
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Performs additional duties, as assigned.
Job Description
Skills/Expertise/Training Required:
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Associates Degree in Office Management or Business
Administration preferred. Completed courses in Human Resources required.
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A minimum of five years previous experience required
in a business office environment.
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Proficient Microsoft Office products skills.
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Detail-orientated, ability to problem solve, and multi-task.
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Strong interpersonal, oral, and written communication
skills.
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Ability to exercise sound judgment and to effectively
manage multiple priorities and personalities.
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Ability to work independently, as well as with a team.
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Ability to maintain confidentiality, accuracy, and
timeliness.
Working Conditions/Physical Demands:
Physical surroundings are generally pleasant and comfortable with minimal
exposure to injury or other hazards. Minimal physical effort required;
normally seated with freedom of movement on a regular basis handling
of materials and supplies. May spend extended periods at terminal, on
telephone, or operating other machines, requiring eye-hand coordination
and finger dexterity.
The above statements are intended to describe the general nature and
level of work performed by people assigned to do this job. The above
is not intended to be an exhaustive list of all responsibilities and
duties required.
If you are interested in applying for this position please send resume
and letter of interest to:
Deborah L. Gallant, SPHR, CCP, CBP — President
D. Gallant Management Associates
75 Pearl Street, Portland, Maine 04101
Email: resumes@dgallant.com
Fax: (207) 773-0101
— Our
Client is an Equal Opportunity Employer —
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