Administrative Assistant

Job Description

Providesadministrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

Westgate just got safer! For the safety of our team members, all candidates must be fully vaccinated against COVID-19 prior to joining the Westgate family.

Answer and direct phone calls

Organize and schedule meetings and appointments

Maintain contact lists

Produce and distribute correspondence memos, letters, faxes and forms

Assist in the preparation of regularly scheduled reports

Develop and maintain a filing system

Order office supplies

Book travel arrangements

Submit and reconcile expense reports

Provide general support to visitors

Provide information by answering questions and requests

Take dictation

Research and creates presentations

Generate reports

Handle multiple projects

Prepare and monitor invoices

Develop administrative staff by providing information, educational opportunities and experiential growth opportunities

Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

Contribute to team effort by accomplishing related results as needed

Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

Organize travel arrangements for senior managers

Write letters and emails on behalf of other office staff

Book conference calls

Handle sensitive information in a confidential manner

Take accurate minutes of meetings

Coordinate office procedures

Reply to email, telephone or face to face enquiries

Coordinate repairs to office equipment

Greet and assist visitors to the office

Photocopy and print out documents on behalf of other colleagues

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the team member is regularly required to sit and use hands to finger, handle, or feel. The team member frequently is required to talk or hear. The team member is occasionally required to stand and walk. Specific vision abilities required by this job include close vision, and ability to adjust focus.

Qualifications

Knowledge of office management systems and procedures

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and problem solving skills

Excellent written and verbal communication skills

Strong organizational and planning skills

Proficient in MS Office

High school diploma or equivalent; college degree preferred

Must provide proof of being fully vaccinated against COVID-19 prior to start of employment

Additional Information

· Comprehensive health benefits – medical, dental and vision

· Paid Time Off (PTO) – vacation, sick, personal

· Paid Holidays

· 401K with generous company match

· Get access to your pay as you need it with our Daily Pay benefit

· Wellness Programs

· Tuition Assistance

· Fun, family culture

· Employee Assistance Program (EAP)

· Exclusive discounts for Team Member (i.e., hotels, resorts, restaurants, entertainment, etc.)

· Advancement & development opportunities

· Community Involvement Programs

· Safe working environment where all Team members are COVID19 vaccinated

… our team members are valued, recognized, heard, respected, empowered and KEY to our organization’s success!