- Posted: over a month ago
The Administrative Assistant provides highly collaborative administrative support for exceptional internal and external client services. Several overarching responsibilities include operating the multi-line telephone answering system, directing calls, facilitating mail / deliveries, and performing other administrative assignments supporting the operation of the organization. This position also supports marketing initiatives; including aspects of partnering, planning, and implementing meetings, seminars, outings and trade show activities as needed.
Consistently demonstrates exceptional internal and external service with clients, coworkers, along with the core values: Integrity, Performance and Commitment.
Prepare reports generated from the Firm’s Customer Relationship Management (CRM) system.
Route and/or escalate communications, including phone calls, voice messages, faxes, email, and mail deliveries. Answers questions about the organization and take messages when need as well as provide other information as needed.
Assist PMA East team with mailings. Examples include postcards, checks, sales/promotional materials, chapter registration forms. Use and maintain postage; purchase stamps, tape, boxes, etc. as needed; arrange for mail pickup/drop-off.
Oversee all outgoing shipments utilizing UPS, FedEx or USPS to achieve a cost-effective, timely delivery as well as deliver items at times to shipping facilities.
Sort and deliver incoming mail.
Update organization activity on CRM system.
Provision office, kitchen, flowers/cards, and other assigned supplies and manage expense reporting on company credit card and processing invoices through the Accounting Dept.
Oversee equipment maintenance and replacement (including, refrigerator, microwave, coffee maker, flooring, etc.), identifying vendors (fire extinguishers, plumbing, carpet cleaning, furniture, painting, etc.), managing contracts, and processing invoices through the Accounting Dept.
Assist with regularly scheduled and impromptu meeting request and event provisioning. Organizes catering services and conference room reservations for occasional client meetings, as well as internal employee lunches, to include catering set-up, etc.
Perform administrative support duties as requested such as filing, photocopying, collating, and assembling reports.
Provide support for quarterly Board meetings to include managing documentation of all participants, coordinating with venues and overseeing contracts, coordinating dinner/hotel reservations, ordering all catering, reserving conference room space as needed.
Manage conference coordinator for conferences attended by various team members to include registration of exhibit space, list of attendees, facilitation of hotel reservations, ordering booth furnishings as needed, managing the ordering/printing of marketing materials for event, as well as other details for a seamless event.
Other duties and responsibilities as assigned by management.
Education and/or Experience
Education: High school diploma or G.E.D. equivalent is required; post-secondary coursework is preferred
Experience: two years of related experience and/or training is required; 5 or more preferred.
Knowledge, Skills & Abilities
Ability to take initiative and willingness to go the extra mile for our clients
Attention to detail. Ability to stay organized.
Ability to prioritize work with many conflicting deadlines
Ability to work well under pressure.
Ability to collaborate and problem solve with both technology and business team members.
Excellent English communication skills, both written and verbal. Active listening skills are essential.
Excellent phone operation skills,
Pma Financial Network
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