Administrative Assistant

JOB OVERVIEW :

The duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company's general administrative activities under the Office Manager’s supervision.

Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems.

The ideal administrative assistant should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment.

KEY RESPONSIBILITIES :

Answer and direct phone calls for any internal team member

Organize and schedule appointments for Managing Partner

Plan meetings and take detailed minutes as directed by the office manager or other leadership

Manage the shipping of marketing materials and track delivery to ensure its received

Assist in the preparation of regularly scheduled operational reports

Update and maintain office policies and procedures as directed by the office manager

Order office supplies and research new deals and suppliers

Maintain contact lists of internal team members and external partners

Book travel arrangements for leadership

Submit and reconcile expense reports

Provide general support to visitors; including welcoming at front door, directing them where to go,

Act as the point of contact for internal and external clients

Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

WORK EXPERIENCE :

Typically, 4 or more years of related experience : administrative / executive assistant experience

PREFERRED EDUCATION :

Typically, High School education, vocational training and / or on-the-job training. Bachelor’s degree preferred.

GENERAL SKILLS & COMPETENCIES :

Excellent understanding of industry practices

Strong proficiency with tools, systems, and procedures

Strong planning / organizational skills and techniques

Strong decision making, analysis and problem solving skills with ability to multi-task

Excellent verbal and written communication skills

Strong presentation and public speaking skills

Strong interpersonal skills

Strong conflict resolution skills and ability to deliver difficult messages

Working knowledge of office equipment, like printers and fax machines

Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

Excellent time management skills and the ability to prioritize work

Strong organizational skills with the ability to multitask

SPECIFIC KNOWLEDGE & SKILLS :

Excellent P.C. skills required, including Microsoft Office (Word, Excel, HubSpot (highly preferred), PowerPoint, Outlook, Google Suite).

Excellent verbal and written communication skills.

TRAVEL / PHYSICAL DEMANDS :

Travel not required. Office environment. No special physical demands required.

Henry Schein, Inc. is an Equal Employment Opportunity Employer and does not discriminate against applicants or employees on the basis of race, color, religion, creed, national origin, ancestry, disability that can be reasonably accommodated without undue hardship, sex, sexual orientation, gender identity, age, citizenship, marital or veteran status, or any other legally protected status.