Office Assistant

Description

Office Assistant

Classification and Pay

Salaried Exempt

Reports to

Executive Assistant to the CEO

Summary / Objective

At Paradigm smooth processes and systems are the key to our success. We’re looking for an office coordinator who has excellent organizational skills and a personable disposition to keep us thriving.

The ideal candidate will have a natural flexibility in handling day-to-day routines as well as surprises. The office coordinator will provide strong, reliable support for the day-to-day operations by increasing organization and helping to improve procedures.

This person will also help us achieve organizational efficiency by nurturing a positive, inclusive work environment.

Job Duties

Office Administration

• Responsible for answering phone calls for the Corporate Office and directing matters to appropriate personnel
• Responsible for ordering supplies for both Skokie and Houston Offices ensuring everything is stocked appropriately for uninterrupted function
• Coordination with cleaning services, alarm system and overall operations of the office to ensure a pleasant physical environment
• Filing and retrieving corporate documents, records and reports
• Responsible for the sorting and distribution of incoming and outgoing mail, packages and other materials for the office
• Managing interactions with clients, vendors and visitors and ensure that guests are taken care of and brought to appropriate rooms
• Responsible for the printing and processing of Accounts Payable Checks
• Responsible for the planning and coordination for celebrations, office lunches and meeting items
• Design presentations, reports, and flyers for meetings, programs, and other communications as well as creating and revising other documents as assigned.
• Responsible for the planning, schedule, and coordinate meetings with team members and facilitating event planning for larger events
• Other duties as assigned

Supervisory Responsibility

There are no direct supervisory responsibilities for this position. However, the position requires communication with and management and oversight of affiliated entities to ensure that specific policies, procedures, and programs are implemented correctly.

Work Environment

This role generally will require physical activity that is typical in an office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and may require some use of machinery typically used in office environments.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk and hear.

Position Type and Expected Hours of Work

Although this is a Monday through Friday position, significant events can occur at any given time. Ongoing direction and support may be necessary if systems are not properly implemented, continuously improved upon, and monitored.

After-hour calls may be necessary if there are exigent circumstances.

Travel

This position will require travel within the state of Illinois along with the potential for occasional out of state travel.

Preferred Education and Experience

• High School Degree / GED
• 2 years or more experience in a related position

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for their job.

Duties, responsibilities, and activities may change at any time with or without notice.

Reasonable Accommodation

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

Qualifications

Required Skills

• The ideal candidate will have excellent organizational skills, communication skills, and the ability to work in a fast-paced environment.
• Excellent computer literacy and high level of computer competency skills (Microsoft Outlook, Microsoft Office, and online programs and applications)
• Strong problem-solving, prioritization, analytical and time management skills.
• Ability to work independently and with a high level of attention to detail
• High standards of customer service and possess the ability to maintain a positive and professional attitude.
• Ability to engage in active listening (giving full attention to those speaking), critical thinking (using logic and reasoning to identify strengths / weaknesses of alternative solutions), and active learning (understanding implications of new information during problem-solving situations)
30+ days ago