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About the Role
The Administrative Assistant will provide support for the WNY Project Management staff, assist regional office and subsidiary staff with daily administrative tasks, and perform back-up receptionist duties.
Responsibilities
- Maintain filing system
- Set up meetings and make appointments
- Answer telephone
- Perform copying, scanning, and printing
- Open mail and respond to general needs of the Corporation
- Arrange and schedule meetings and travel
- Organize and submit expense reports
- Answer telephones professionally and courteously, taking accurate messages
- Respond to general inquiries
- Direct callers to the appropriate department or individual
- Save electronic files and email in appropriate project folders
- Draft basic documentation from Corporation templates
- Utilize mail merge system for information disbursement
- Create and maintain multiple project tracking Excel spreadsheets
- Scan documents, including disassembling, copying/scanning materials, and reassembling for filing
- Check invoices for accuracy and valid signatures prior to department head approvals
- Process incoming fee checks
- Assist other support staff as required
Requirements
- Must submit a cover letter with resume to be considered
- 1 to 3 years of office experience
- Basic knowledge of MS Office, Excel, and PowerPoint (training available)
- Excellent communication skills (written and verbal)
- Excellent follow-up skills
- Excellent organizational skills
- Ability to multi-task
- Able to handle correspondence when directed
Skills
- MS Office
- Excel
- PowerPoint
- Communication skills
- Follow-up skills
- Organizational skills
- Multi-tasking
Location
- In-office presence required
Work Type
- Hybrid work schedules may be possible
Experience Level
- 1-3 years of office experience
Education Level
- High School diploma or equivalent
- Associate degree preferred
Equal Opportunity
- Minorities, women, and individuals with disabilities are encouraged to apply.
- Please contact Human Resources if you require an accommodation.