Administrative Assistant Job Description Sample
- Answer and direct phone calls
- Organize and schedule appointments
- Write and distribute email, correspondence memos, letters, faxes and forms
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Book travel arrangements
- Submit and reconcile expense reports
- Act as the point of contact for internal and external clients
- Proven experience as an administrative assistant, virtual assistant or office admin assistant
- Knowledge of office management systems and procedures
- Working knowledge of office equipment, like printers and fax machines
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
Equity LifeStyle Properties (ELS) is the leading operator of Manufactured Home Communities, RV Resorts, and Campgrounds in North America. ELS consists of nearly 400 resorts in 32 states and British Columbia and a team of over 4,000 employees. Our beautiful communities and parks are located in the most desirable regions of the country and we offer a variety of homes and camping options to meet a wide range of customers' needs. Our guests and residents enjoy rich vacation and lifestyle experiences in our various resorts.
We are currently seeking a qualified Administrative Assistant for our property in Seaside, Oregon. The successful candidates maintain property operations by attracting and serving residents, while ensuring the financial goals are met.
Job Duties include:
Embrace and exude a stellar level of customer service and attitude that favorably impact the customers "vacation experience" while staying at the campground.
Code and upload invoices and property credit card receipts.
Review daily revenue reports and reconcile petty cash monthly.
Assist with the processing of paperwork for annual applications for background checks and data entry of annual payment and annual reservations.
Monitor annual renewals and send renewal offers.
Create and edit spreadsheets and correspondence as directed.
Order office, cleaning and maintenance supplies within budget, as needed.
Fill in as Campground Ranger, as needed, to greet and check in visitors.
Fill in as Housekeeper, as needed, to greet and check in visitors.
Work closely with the Resort Manager to track and understand budget.
Assist Resort Manager in developing an integral team that effectively represents the quality and professionalism of ELS.
Maintain open communications with all employees and guests.
Correspond regularly with maintenance supervisor & team.
Organize and execute guest events, as needed.
Run errands such as bank deposits, Fed Ex packages and delivering various communications to guests as needed.
Drive/walk campground to identify areas that need attention and create work orders.
Perform other duties as assigned.
High School diploma or equivalent
One year of office experience
Excellent written, verbal communication, and organizational skills and the ability to pay attention to details
Must be able to type 40 wpm
Computer proficiency required, Word and Excel preferred
Experience with automated accounting systems a plus
Must be willing to work a flexible schedule, including weekends
In return for your excellent skills and abilities, you may be eligible for a comprehensive benefits package including: medical, dental, and vision plans, a generous 401k employer match, and paid vacations, holidays, and sick time.
We invite you to visit our web site at www.equitylifestyleproperties.com for additional information regarding our exceptional resort communities.
As an Equal Opportunity Employer, we welcome and thank all applicants.
Apply: Administrative Assistant
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Do you have a high school diploma or the equivalent?*
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How many years of experience do you have in this field or operating in this role?
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Would you be willing to work on the weekend or after hours if necessary?
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Are you willing to relocate for an employment opportunity?
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Pearland Medical Center – Pearland, Texas
As a vital member of the HCA Healthcare System, Pearland Medical Center is a 33 bed facility and shares the strength of more than 165 hospitals across the United States and England, including The Woman's Hospital of Texas and Clear Lake Regional Medical Center.
Pearland Medical Center specialties:
Our Women's Diagnostic Imaging Center offers the most comprehensive care in the Pearland area, using the very latest in imaging. Our 3D mammography is the first of its kind in the area. It offers the most accurate imaging of any technology ever developed to detect breast cancer early.
Pearland Medical Center's Cardiovascular Services will feature a cross-functional team of cardiologists, including the first stenting services offered in Pearland.
Our Imaging Center will offer everything from X-rays to CT scans and more. Plus, we have experienced radiologists to analyze every detail, ensuring you have the absolute most accurate diagnoses.
Our Outpatient Services have everything you need in one place: imaging, diagnosis and treatment.
Surgery in Pearland from world-class surgeons? Of course. General surgery, spine, GYN, urology and much, much more.
Pearland Medical Center is currently accepting applications for Administrative Assistant.
The Administrative Assistant manages the support functions specifically to the CNO and acts as receptionist to the Administrative Suite and provides backup support to CEO. Works closely with Office Manager in communicating with Medical Staff, maintaining all Administration records, vendor files, etc., in accordance with Joint Commission.
Assists visitors and the public with any inquiry, problem or complaint presented, within the realm of designated authority. Serves as an information center, supplying information requested or directing inquiries to the proper source. Problems that cannot be resolved are directed to the Office Manager or to any of the administrative officers after complete background information has been obtained for information.
Office Hours: 8:00am – 5:00pm
- Minimum 5 years Administrative Assistant experience, preferably in a hospital setting.
- Strong word processing (Microsoft Office) and other computer skills. Excellent communication collaboration and well experienced in writing, editing, and well trained in office procedure and professionalism.
Must have ability to act on own initiative and be willing to assume responsibility and make decisions. Must be able to prioritize workload, be a self-starter, able to multi-task, work in a fast-paced environment and work independently with minimum supervision. Good organizational skills and detail oriented.
Ability to handle confidential information appropriately. Ability to work and participate in a team environment within and across departments. High degree of flexibility required.
- Interaction with Division and Corporate personnel, medical staff, attorneys, patients and family members and other individuals related to the operation of the hospital.
The Administrative Assistant is responsible for two important aspects of our business. First, you are our Director of First Impressions. You will be the first person that clients, vendors, and potential and current team members interact with when they contact or visit Vertech. Your role is to leave them with a great first impression of our team. Second, you provide valuable assistance to everyone on our team. Project schedules get very busy, and you are in the unique position to help make their days go a little more smoothly.
Primary Duties and Responsibilities
Your specific duties as an Administrative Assistant will include:
Create great first impressions for visitors
Answer telephone, screen and direct calls
Accounts Payable (A/P)
Plan and coordinate events for all office locations
Coordinate meetings and organize catering
Maintain office and break room supplies
General administrative and clerical support
Prepare letters and documents
Receive and sort mail and deliveries
Tidy and maintain the reception area and conference room areas
Coordinate the cleanliness and maintenance of the office
Make necessary and requested travel arrangements for staff
Ensure that office equipment is properly maintained
Scheduling and set up of new hire onboarding
Health and Wellness program activities
Newsletters and company news creation and distribution
Tracking of employee schedules
Set up of training for employees
Secondary Duties and Responsibilities
Participate in company-wide process documentation and improvement efforts
Assist in special projects to support the continued growth of Vertech
Light accounting duties as assigned
Support of all team members
DO YOU EXCEL AT ADMINISTRATIVE DUTIES?
LOOKING TO BUILD YOUR CAREER WITH A GROWING COMPANY?
Oakwood Worldwide is looking for an Administrative Assistant with excellent organization skills that thrives in an energetic team environment. If this all sounds like you, then Oakwood Worldwide has a new home for you!
Our Administrative Assistant manages a variety of office activities for the Oakwood Corporate Housing Office and supports the staff. These activities include accounts payable; rent roll audit and reconciliation/compliance; and monitoring online content.
At Oakwood Worldwide, we know that satisfied associates make for satisfied clients and guests. Oakwood promotes from within!
Your Hours and Location: Monday – Friday, 8:30 am – 5:30 pm at our Carrollton, TX office
Administrative – Accounting – Organization – Problem Solving
What's In It for You?
Administrative Assistant enjoy a creative and diverse work-life. You will have access to ongoing training programs and be a part of a team dedicated to creating the happiest guests in an empowering environment. Oakwood also offers recognition and awards plus competitive compensation and benefits:
Medical / Dental / Vision coverage and Prescription Drug Programs / Company Paid Life Insurance & AD&D / Short and Long Term Disability Insurance / Life Insurance for Family Members / Multifaceted Learning Opportunities / Educational Reimbursement / Paid Vacation & Sick Leave / Child Care Reimbursement / Direct Deposit Payroll and much more!
What Your Day Is Like
You will support the Market Manager and extended management team including the Houston and Austin markets
You will be responsible for various accounting functions mostly in the accounts payable segment
You will be responsible for daily/weekly/monthly apartment rent roll audit/reconciliation/compliance
You will be responsible for daily/weekly/monthly apartment ledger audit/reconciliation/compliance
You will be provide sales compliance support via the auditing and submitting of various compliance documents
You will be responsible for the ongoing accuracy of online content for multiple apartment communities
You will communicate/coordinate supervisor's instructions to various individuals and departments
You will coordinate and be accountable for several special projects and reports
Best Candidates Will Have
Associate's degree (A.A.) or equivalent from a two-year college or technical school: or six months to one year related experience and/or training; or equivalent combination of education and experience.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions; and procedure manuals.
Ability to write routine reports and correspondence.
Effective communication skills
Great problem solving skills
Great sense of detail orientation and meeting deadlines
Ability to effectively operate a variety of systems.
Oakwood is the premiere global provider of Corporate Housing Solutions
Headquartered in Los Angeles, California, Oakwood Worldwide is the world's largest provider of high quality furnished and unfurnished accommodations. We provide the advantages of far-reaching resources, unparalleled expertise, and the industry's most personalized customer service through a tightly integrated staff of more than 3,000 highly trained professional. Our company is staffed by bright, organized and dependable people driven by a common company goal: to help us accomplish great things through exemplary customer service to our clients and to our peers.
If you want to work in a fun, pro-employee, professional environment, join our industry leading team today!
Klosterman Baking Company, a family owned leader in the baking industry with multi-plant operations in three Midwest states is seeking a Administrative Assistant to join our team. This key position is essential as Klosterman Baking Company continues to target growth and expansion within our organization.
This position reports to the President and provides administrative support. This Individual must have excellent organizational abilities while maintaining professionalism, confidentiality and flexibility. This individual must be able to prioritize tasks, and must establish and maintain excellent communication among management, employees and customers.
Essential Duties and Responsibilities
- Must be very customer focused.
- Must be organized.
- Must be a self-starter.
- Coordinate the heavy calendar management via outlook, requiring interaction with external executives and their assistants as well as business associates and customers.
- Help coordinate companywide events.
- Schedule and organize activities such as meetings, travel, and lodging.
- Communicate and handle incoming and outgoing phone an email.
- Must be able to handle sensitive/confidential information regarding the business and Klosterman family.
- Oversee the responsibilities of the company receptionist.
- Medical and Vision Insurance
- Dental Insurance( After one year)
- Life Insurance and Long Term Disability (Company Paid!)
- Upbeat and positive work environment
- Advancement Opportunities
DCS is looking for an Administrative Assistant to support senior staff at Program Manager Position, Navigation and Timing at Aberdeen Proving Ground, MD.
Essential Job Functions:
Provide calendar management, meeting support and coordinate IT support for Director and Army Product Manager, Program Manager or PEO.
Utilize the Defense Travel System (DTS).
Provide memo, technical writing and editing.
Provide support to senior staff including screening phone calls and coordinating written document review and approval/signature.
Assist in coordination of distinguished visitor and VIP visits.
Support development of briefings for presentation to Senior Army personnel.
Conduct information gathering and analysis.
Attend program planning reviews and other meetings and capture tasks.
Coordinate and track report status on data and document review.
Post documents to databases.
Due to the sensitivity of customer related requirements, U.S. Citizenship is required.
High School Diploma and at least 5 years.
Must have a DoD Secret clearance.
Prior experience serving as Assistant within an Army Acquisition organization and ability to work independently and in direct coordination with senior level Government personnel.
Must have strong written and verbal communications skills.
Logistics done differently.
At XPO Logistics, we look for employees with a positive attitude, who take pride in their work and show dedication to their job. As the Administrative Assistant, you will provide professional-level support to leaders across the organization, as well as partner with other professionals across XPO operations to achieve strategic and business targets. On our team, you'll have the support to excel at work and the resources to build a career you can be proud of.
Pay, benefits and more.
We are eager to attract the best, so we offer competitive compensation and a generous benefits package, including full health insurance (medical, dental and vision), 401(k), life insurance, disability and more.
What you'll do on a typical day:
Plan and arrange travel itineraries, process expenses and manage schedules
Arrange various external and internal events
Organize meetings, schedule meeting facilities and take care of resulting follow-up activities
Communicate well with leadership, team members and other departments
Commit to process excellence by ensuring proper, efficient and accurate use of processes
What you need to succeed at XPO:
At a minimum, you'll need:
High school diploma or equivalent
1 year of experience in administrative support
Experience booking travel arrangements
Knowledge of multiple administrative disciplines
Proficiency in Microsoft Office
It'd be great if you also have:
Ability to support tasks of moderate complexity, which require discretion and independent judgment
Strong verbal and written communication skills
Ability to work with minimal supervision, maintain confidentiality when appropriate, produce accurate output and meet deadlines
Be part of something big.
XPO provides cutting-edge supply chain solutions to the world's most successful companies, including Disney, Pepsi, L'Oréal, Toyota and many others. We're the fastest-growing transportation company on the Fortune 500 list and we're just getting started.
We are proud to be an Equal Opportunity/Affirmative Action employer. Qualified applicants will receive consideration for employment without regard to race, sex, disability, veteran or other protected status.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. All employees may be required to perform duties outside of their normal responsibilities from time to time, as needed.
Nearest Major Market: Philadelphia
Apply now "
This person will assist in all day-to-day administrative tasks in support of the EVP, Publicity for Focus Features including scheduling meetings and conference calls, reconciling PO's and billing, coordinating travel arrangements for talent, scheduling press screenings, coordinating print shipment, handling correspondence, coordinating assignments for pages and interns and covering moderate phones.
Coordinate and book travel, hotel & cars for talent and executives (includes creating travel authorizations and obtaining the proper authorization.
Create and maintain talent schedules for publicity and screening tours
Act as a scheduling liaison between Vice Presidents and other executives and publicity agencies
Monitor, coordinate and distribute daily breaks from various media sources to filmmakers and executive team
Oversee master calendar for talent and film campaigns
Administer clerical duties including billing, phones, filing
Book screening rooms, coordinate print shipment, manage the departmental screening calendar, and coordinate billing.
Assist in servicing all NY media outlets with press materials & promotional items. This entails coordinating mailings of press kits, EPK's and promotional items.
Responsible for working press days, press screenings, junkets, premieres & special events and helping to coordinate logistics
Work with departmental pages and interns and work with Vice Presidents to help train and coordinate their assignments and projects
Daily monitoring of trades/blogs/websites/social media platforms for relevant industry trends and competitive film tracking
Minimum of 1 year direct publicity experience (at an agency, studio or network)
Intermediate skills with Microsoft Outlook, Word, Excel, and other Microsoft programs
Excellent written and verbal communication skills
Ability to work as part of a team and autonomously on assigned projects
Interested candidates must submit a resume/CV online to be considered
Must have unrestricted work authorization to work in the United States
Must be covered by Solutions, NBCU's Alternative Dispute Resolution Program
4 Year undergraduate college degree (degree in media, journalism or communications is preferred
Your next big career move could be joining NFP Corp, ranked in the Best Agencies To Work For the U.S. by "Business Insurance": Conveniently located in our Royal Oak offices. Be a part of our "People First" Culture!
We are seeking an energetic, conscientious and detail-oriented individual who thrives in a fast-paced environment. This team member will provide general office administrative support to a variety of clients and team members.
Responsibilities include (but are not limited to) the following:
Support Property & Casualty (P&C) clients and staff with a variety of tasks including issuance of certificates of insurance, evidences of property and auto ID cards
Update and deliver P&C client proposals and policies
Assist Corporate Benefit clients and staff by processing member transactions including eligibility and enrollment transactions, ordering member ID cards, etc.
Maintain internal marketing resources and assist with other marketing projects as needed
Update and maintain client records in client information database
Assist in the ordering, receiving, stocking and distribution of office supplies
Greet incoming guests with a warm and friendly smile and make them feel welcomed
Answer incoming calls, determine purpose of calls and forward calls to appropriate team member or department
Manage fax distribution and incoming/outgoing mail
At NFP Corp., our solutions and expertise are matched only by our personal commitment to each client's goals. We are a leading insurance broker and consultant providing employee benefits, property & casualty, retirement, and individual insurance and wealth management solutions through our licensed subsidiaries and affiliates. Our registered investment advisers and broker-dealers empower independent financial advisors with integrated technology, subject matter expertise and a suite of customized services.
NFP has more than 3,600 employees and global capabilities. Our expansive reach gives us access to highly rated insurers, vendors and financial institutions in the industry, while our locally based employees tailor each solution to meet our clients' needs. We have become one of the largest insurance brokerages, consulting and wealth management firms by building enduring relationships with our clients and helping them realize their goals. NFP is headquartered in New York, with corporate offices in Austin and Chicago. We also have more than 150+ sales offices across the country.
We offer a highly competitive compensation package with exceptional benefits, an outstanding training program, ongoing education and tremendous potential for growth. Our benefits package includes medical insurance, dental, vision, life insurance, short term disability, long term disability, 401(k) with a match, flexible spending accounts, health savings accounts, long term care, travel accident, employee assistance program, and comprehensive paid time off programs.
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