Job Location : Rochester,NY, USA
Description
Primary Purpose:
The Administrative Assistant is responsible for providing organizational support to functional departments within the DiMarco Group of Companies.
Duties and Responsibilities:
* Assist with preparing correspondence and reports as requested.
* Maintain filing system and retrieve information from files when needed. Prepares files to be logged into the file inventory system.
* Responsible for the upkeep and general cleaning of the common area, kitchen, and conference rooms.
* Will provide the main reception area and Executive conference room with snacks.
* Keep copiers / printers fully stocked with paper on a daily basis.
* Assist in inputting company contacts, photos, calendar items, etc.
* Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
* Works independently and within a team on special and ongoing projects.
* Will be responsible for booking necessary travel arrangements for company-wide trainings.
* Responsible for sorting company mail on a daily basis and ensure timely distribution / pick-up from various departments.
* Maintain supplies and stationary inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
* Will be in charge of planning & execution of special events as requested by Owners and members of Senior Management.
* Will maintain concessions, food service, and the vending machines. Responsible for ordering of fresh fruit and vegetable trays on a weekly basis for DiMarco and ADMAR.
* Provide coverage for the Reception desk as scheduled.
* Process, manage and track charitable contributions and sponsorships.
* Will complete special projects within organization, as assigned by supervisor
* Perform other duties as assigned.
Education:
* Associate's Degree and three to five years of experience in an administrative support role.
* Role with analysis and administrative functions highly desired.
Skills / Experience:
* Must possess strong decision-making and judgment skills.
* Must be able to demonstrate a high level of professionalism and develop strong relationships within a team environment.
* Excellent organizational skills.
* Strong customer service skills.
* Strong written and verbal communication skills, as well as proficiency with Microsoft Office, spreadsheets, databases and word processing tools.
* Must be able to prioritize multiple tasks efficiently.