ADMINSTRATIVE ASSISTANT to the EA

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports Executives, EA and employees through a variety of tasks. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures. Excellent verbal and written communication skills required to ensure that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. This position will work closely with the Executives and Executive Assistant.

DEPARTMENT:

Operations

PRINICPAL RELATIONSHIPS:

  • Reports to: Executive Assistant, Executives
  • Collaborates with: Administrative Team, Accounting, Design Team
  • Supervises: None

PRINCIPAL ACCOUNTABILITIES/ESSENTIAL FUNCTIONS:

  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Handle sensitive information in a confidential manner.
  • Assist with Executives’ travel coordination and scheduling.
  • Coordinate and serve Executive beverages and meals.
  • Run day-to-day errands for Executives and EA.
  • Maintain polite and professional communication via phone, e-mail, and mail.
  • Provide front-desk support to employees, guests, clients as needed.
  • Book conference calls, rooms, taxis, couriers, hotels etc. as needed.
  • Organize and schedule meetings and appointments, preventing conflicts.
  • Reply to email, telephone, or face to face enquiries as needed.
  • Assist in the preparation of regularly scheduled reports.
  • Contribute to team effort by accomplishing related results as needed.

QUALIFICATIONS AND COMPETENCIES:

Qualifications

  • Keen analytic and problem-solving skills that support and enable sound decision-making.
  • Excellent listening, written, and verbal communication skills. The “soft skills” of collaborating, facilitating, and communicating across teams. Ability to build successful relationships at all levels, internally and externally.
  • Proficient in Zoom, Microsoft Word, Microsoft Excel, and Microsoft Outlook. Ability to pick up new programs quickly and independently.
  • Ability to work in a multicultural environment with a diverse staff and clientele.
  • Good people skills; relate well on phone and in person; demonstrate patience and kindness in all interactions with clients, colleagues, and agency leaders.
  • Team player who is flexible and adaptable to changing needs.
  • Ability to work outside typical hours on occasion.
  • Accuracy and attention to detail.
  • Personal qualities of integrity, credibility, sense of humor.
  • High School Degree; Minimum of 2 years of experience in an administrative position.

Minimum Competencies

  • Excellent customer service skills; strong interpersonal skills including patience, flexibility, judgment, discretion and tact.
  • Self-starter with strong independent judgment, discretion and critical thinking; ability to work autonomously as well as part of a team, and to stay focused under pressure.
  • Ability to organize and manage multiple projects in a very fast-paced, performance-oriented environment.
  • Meticulous attention to detail and ability to master new tasks quickly.
  • Excellent communications skills, including the ability to write and edit polished communications
  • Model professional presentation/behavior, exercising discretion and confidentiality.
  • Ability to work in a multicultural environment with a diverse staff and clientele.

PHYSICAL REQUIREMENTS OF THE POSITION

  • This position will be working in a typical office setting, with no extremes in temperature or lighting.
  • Applicants should be able to work with equipment typically found in an office and should be able to perform the essential functions of the job, with or without accommodation. Possible accommodations needed should be discussed prior to the onset of employment and/or the interview process.
  • Ability to lift 30lbs and transport items in and out of vehicles. Ability to work on feet/run errands for 4+ hours per day as needed. Ability to sit at a desk for 6+ hours per day.
  • Driver’s license required to run errands. Clean driving record. (If you own a vehicle, that’s a plus).

Status and Position Information
Department/Program: Administration
Supervisor/Reports to: Executive Assistant, CEO, Principal
Classifications: Full time Non-Exempt
Compensation: $25.00 per hour
Schedule: Monday to Friday; 8:30am to 5:30pm (Schedule subject to change depending on needs)

This position is full time, and with full Healthcare Coverage, 401(k) Safe Harbor Matching, Pre-Tax Flexible Spending Account, Commuter Benefits, 529 College Pre-Tax Plan, and generous PTO

APPLICATION:
If you are interested in this position, please reply to careers@nicolehollis.com with a cover letter, resume, and professional references. Phone calls or office drop-ins will not be accepted.

NICOLEHOLLIS is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, color, ethnic background, religion, gender identity, gender expression, sexual orientation, age, national origin or disabilities. Services are available upon request to individuals with disabilities; please let us know if you need accommodations for the interview process.