Carbery Group
Administrative Assistant
Carbery Group, Wauconda, Illinois, United States, 60084
The Administrative Assistant is responsible for front desk receptionist duties for the Wauconda Office as well as providing administrative support to the Customer Service team, VP of Operations and VP of Compliance. In addition to answering calls, addressing visitor questions and directing guests, this role will manage calendars, travel arrangements and other administrative duties for the CS team and the VP's it supports. This role requires organization and time management skills to be successful and will work independently while providing timely support to guests.
Job Responsibilities:
Ensure a professional and organized front desk area, including conference rooms and waiting areaPolitely greet and address the needs of all guests over the phone or in-person, including, customers, vendors, and applicantsSupport security procedures such as issuing badges or visitor passes and all other visitor guidelinesOrder office supplies and heck in and reconcile supply orders to ensure everything is received and properly dispersedSort and distribute incoming mail; monitor postage meter; prepare overnight mail and packagesDraft and format/edit written communications on executive's behalf including e-mails, memos, presentations and reportsOrganize meetings including sending calendar invitations, reminders, and organizing catering when necessaryManage Outlook calendar for VP's, including making appointments and travel arrangementsTrack expenses and prepare monthly reports in Concur systemCapture and record minutes during meetingsCoordinate and schedule team meetings of the VP's and/or activitiesDraft customer facing letters and supplier form letters. Complete internal reportsSupport the Customer Service team as needed.
Required Skills and Experience:
High School Diploma/GED required.A minimum of five years in a corporate front office/receptionist and/or administrative assistant role.Proficient computer skills, including Microsoft Outlook and Excel.Keen attention to detail, ability to exercise initiative and work independentlyDemonstrated ability to exercise strong judgment skills and a high level of professionalismMust be organized, competent in key administrative skills, and possess the ability to multi-task and manage priorities.Microsoft Office experience including calendar management experienceOutstanding organizational and time management skillsFamiliarity with office equipment and applicationsExcellent verbal and written communications skillsHigh degree of discretion and confidentiality required
Job Responsibilities:
Ensure a professional and organized front desk area, including conference rooms and waiting areaPolitely greet and address the needs of all guests over the phone or in-person, including, customers, vendors, and applicantsSupport security procedures such as issuing badges or visitor passes and all other visitor guidelinesOrder office supplies and heck in and reconcile supply orders to ensure everything is received and properly dispersedSort and distribute incoming mail; monitor postage meter; prepare overnight mail and packagesDraft and format/edit written communications on executive's behalf including e-mails, memos, presentations and reportsOrganize meetings including sending calendar invitations, reminders, and organizing catering when necessaryManage Outlook calendar for VP's, including making appointments and travel arrangementsTrack expenses and prepare monthly reports in Concur systemCapture and record minutes during meetingsCoordinate and schedule team meetings of the VP's and/or activitiesDraft customer facing letters and supplier form letters. Complete internal reportsSupport the Customer Service team as needed.
Required Skills and Experience:
High School Diploma/GED required.A minimum of five years in a corporate front office/receptionist and/or administrative assistant role.Proficient computer skills, including Microsoft Outlook and Excel.Keen attention to detail, ability to exercise initiative and work independentlyDemonstrated ability to exercise strong judgment skills and a high level of professionalismMust be organized, competent in key administrative skills, and possess the ability to multi-task and manage priorities.Microsoft Office experience including calendar management experienceOutstanding organizational and time management skillsFamiliarity with office equipment and applicationsExcellent verbal and written communications skillsHigh degree of discretion and confidentiality required