Administrative Assistant Job at Prescott M Muir & Associates in Salt Lake Ci

This position will require you to work under the general supervision of the principals and will also work as a member of the administrative team with other administrative staff to plan and prioritize work activities. Fulfillment of this position will require you to follow general procedures and guidelines, develop and refine work routines and carryout assignments through completion with limited oversight.

High school diploma; Associate's Degree (preferred), and at least three years of relevant administrative office work experience required. 

DUTIES:
•    Answer multi-line telephone and transfer calls to staff or their voice mailbox as appropriate.
•    Receive and greet clients and visitors to the office.
•    Perform general clerical duties such as photocopying, scanning, printing, mailing, shipping and filing.
•    Retrieve, sort and distribute US mail and similar shipments.
•    Manage email, calendars, mailing/shipping software and other office support tasks.
•    Manage office general email inbox, routing messages appropriately.
•    Maintain contact lists.
•    Research and price various supplies and products.
•    Schedule courier pickups and deliveries.
•    Maintain conference rooms, copy room, and collaboration areas in clean and orderly conditions.
•    Maintain break room; clean refrigerators and coffee machine as needed, and generally keep the break room clean and organized.
•    Open and/or close office on a daily basis, as needed.
•    Plan, organize and coordinate certain office functions, parties, and meetings. Arrange food service, catering and supplies.
•    Supervise janitorial service and maintain janitorial log and schedule.
•    Support staff in project based work by: 1)  Assisting with drawing set and project manual printing, copying, or outsourced reprographic orders; 2) Assist with assembly and organization of marketing materials.
•    Support principals with various project tasks such as filling out on-line forms; redlines; occasionally scanning and filing documents; maintaining certain digital templates, logs and forms; and archiving.
•    Assist with travel arrangements as requested.
•    Other duties as assigned by the principals.

KNOWLEDGE & ABILITIES:
•    Knowledge of typical office practices and procedures as required by the position.
•    Knowledge of basic business English composition, spelling, punctuation and arithmetic as required by the position.
•    Knowledge of and ability to use Microsoft Office (Word, Excel, Outlook), the internet, Adobe Acrobat, In Design, and any other useful software.
•    Ability to communicate and engage with people in a friendly and helpful manner.
•    Ability to make mathematical computations and tabulations with speed and accuracy.
•    Ability to plan, organize and complete work mostly independently in a timely fashion.
•    Ability to work collaboratively.
•    Ability to perform duties with initiative and judgment and to use resourcefulness and tact in contacts with staff, clients and vendors, maintaining harmonious working relationships.
•    Ability to use--or quickly learn to use--office equipment and tools such as phone systems, copier/scanner/printer machine, wide-format scanners and printers, hand truck, etc.
•    Ability to maintain strict confidentiality to sensitive and confidential matters.
•    Ability to prioritize tasks based on importance and deadlines.
•    Ability to work gracefully under pressure with high-stress deadlines.
•    Ability to multi-task efficiently and effectively.
•    Willingness to occasionally work additional hours as required by principals.

MISCELLANEOUS REQUIREMENTS:
​​​​​​​•    Possession of, or ability to obtain, a valid Utah driver’s license.
•    Access to a working, Utah-licensed automobile for occasional errands.