Administrative Assistant

Location US-NY-Melville
ID
2021-1616
Category
Title Operations
Type
Full Time

Overview

Responsible for administrative tasks as assigned, including initiating correspondence to clients, ordering supplies, liaisons with clients, vendors, and internal management and assisting with travel arrangements. Files and answers inbound and outbound (email and fax) communication for assigned department/executives.

Responsibilities

  • Prepare and send Outlook notices for appointments, conference calls and meetings as requested Update Outlook calendars for executives
  • Produce, revise and update documents, including Excel spreadsheets, Word documents, Visio diagrams, and Power Point presentations, as requested
  • Prepare monthly expense reports, both for cash reimbursement as well as AMEX charges
  • Secure off site meeting rooms, conference facilities, and catering services as requested
  • Order office supplies as needed and/or requested
  • Troubleshoot technical difficulties with existing office equipment, including computers and phones, with the appropriate Mortgage Connect personnel (Help Desk, administrative, HR, IT, etc.)
  • Procure new equipment via appropriate Mortgage Connect channels as requested
  • Coordinate travel arrangements, including flights, rental cars, and hotels
  • Track updates that are submitted by executives on a recurring basis (i.e. Monthly Management Report) as well as special documents
  • Serving as a communication liaison for executives
  • Receiving and appropriately channel telephone calls for executives
  • Prepare for and participating departmental conference calls: preparing agenda, meeting documents, meeting minutes, etc.
  • Prepare and submit faxes, items for mailing and overnight packages as requested
  • Maintain complete confidentiality and privacy of departmental matters
  • Complete all assignments in a timely manner
  • Complete any additional tasks and assignments as requested
  • Act as a leader within the company
  • All other duties assigned

Qualifications

  • High School diploma or equivalent
  • 1 to 3 years administrative experience
  • Working knowledge of Microsoft office software (Outlook, Excel, Word, Explorer) is a must
  • Detail oriented and has the ability to work independently in a rapidly changing environment
  • Proven customer service skills
  • Ability to type 50 wpm

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