Administrative Assistant - Receptionist

Position Summary:

A member of the Administrative Services team who supports team members. An Administrative Assistant performs special projects and assists fellow teammates by handling work overflow. Administrative Assistants are assigned numerous tasks and are relied upon to produce excellent work quality, including providing prompt and friendly service to Oxford guests and associates by answering and directing phone calls, greeting and assisting guests and assisting with catering needs. Supports Oxford associates by scheduling conference rooms and providing office support, as needed. This position is 100% on-site.

Duties & Responsibilities:

Back-up for Executive Assistant/Meeting Planner team, assist with overflow work and special projects such as:

• Coordinates client meeting preparation and follow-up
• Coordinates client meeting preparation and follow up
• Initiates, prepares, collects meeting preparation materials and coordinates with lead EA
• Creates client meeting agendas and client meeting packets for lead EA
• Prepares client follow-up letters for lead EA
• Pulls financial reports electronically
• Prepares, prints, collates, scans and binds reports and deliverables
• Prepares, files, and distributes follow up communication
• Assists Meeting Planners with Salesforce work and special projects

Performs general office and reception duties

• Copies, prints, scans, faxes and mail/FedEx documents as requested
• Assists with filling and e-filing maintenance on team shared drive and LaserFische
• Manages Contact database and upkeeps data in various systems
• Answers and directs incoming calls within two-three rings
• Greets and assists clients and visitors in a friendly and professional manner
• Accepts deliveries and courier packages and notifies associates of deliveries

Assists with business development activities when needed

• Handles supplying associate bios, company brochures, and preparing discussion guides for client prospects
• Researches prospects and companies as requested

Follows new and existing approved policies and procedures

• Keeps EA informed of completed tasks
• Enters time accurately and on time in the TimeTracker system

Performs other duties

• Contacts building management for minor repairs and heating/cooling adjustments
• Stocks all supplies
• Prepares coffee throughout the day

Qualifications:

• Associate Degree in a business-related field or equivalent experience
• Excellent computer skills in Microsoft Word, Excel, PowerPoint and Outlook
• Ability to master telephone system and all basic office equipment
• Must have a professional demeanor with the utmost respect for confidential matters
• Must be able to work independently and in a team environment
• Must have excellent written and verbal communication skills with strong interpersonal skills
• Must be detail oriented with excellent organizational skills
• Must have ability to multi-task
• Must have ability to work in a high stress, fast paced environment
• Must have strong work ethic with a positive attitude

Working Conditions:

• Long periods of sitting and utilizing a computer
• Minimum travel may be requested as business needs necessitate
• 100% onsite