Administrative Assistant

Job Description – Administrative Assistant

General Description
The Administrative Assistant provides direct administrative support to the leadership team and performs the front desk functions at QISG.

Duties

• Welcome and direct QISG visitors and notify employees of visitor arrivals/deliveries
• Manage the process for checking guests in and out by maintaining detailed visitor logs
• Assign and collect visitor badges and keep thorough records of each badge assignment
• Book conference rooms as needed and work with Facilities Coordinator to ensure rooms are neat, presentable, and stocked with the appropriate supplies
• Retrieve information from records, email, minutes, and other related documents as requested; prepare written summaries of data as needed
• Respond to and resolve administrative inquiries and questions
• Coordinate, schedule and arrange travel, meetings, and appointments as requested
• Assist with the coordination and planning of company events and meetings
• Prepare agendas and schedules for meetings
• Record and distribute minutes and other records for meetings
• Assist leadership team by processing purchase card expense reports and reimbursement requests
• Serve as backup to the Facilities Coordinator when requested
• Adhere to internal standards, policies, and procedures
• Perform special projects and complete any other duties as assigned or requested

Required Experience and Education

• High school diploma, or equivalent

• 2+ years’ experience in an administrative support role

Skills

• Excellent interpersonal and customer service skills
• Strong communication skills (both written and verbal) with the ability to communicate effectively and professionally to all levels of the organization
• Proficient in Microsoft Office Suite
• Strong organizational skills and attention to detail  
• Sound decision making and problem-solving skills
• Basic understanding of clerical procedures/systems, such as recordkeeping and filing
• Ability to work independently while supporting the needs of the team

Physical Requirements

• Must be able to lift up to 15 pounds at times
• Must be able to bend, lift, stretch, climb, and crawl to maintain equipment and office space

Travel Requirements

• Travel:  None

 

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