Are you looking to show off your office skills part time? We may have the job for you!
Sutherland Weston Marketing Communications is seeking a top-notch administrative assistant/receptionist. This is a 30-hour a week, part-time position suited best for a team member who understands and appreciates the importance this first impression role has for our agency. Sutherland Weston is somewhat flexible with the schedule and school-friendly hours for working parents are an option.
The Administrative Assistant/Receptionist is the first member of staff encountered or spoken to by any visitor/caller to the agency. They should strive to always present a friendly but professional appearance and manner. The agency expects this manner to extend to the expert fielding of client calls and the efficient noting of messages. Good voice recognition skills and an outgoing personality should be present.
Best candidates are presentable, highly professional, excellent communicators, computer savvy, organized, detail-oriented, able to manage multiple calendars, great at multi-tasking, flexible, and work well with others.
To perform the job successfully, an individual will need to accomplish the following duties:
- Covers reception desk at all times except when out of the office or on break.
- Arranges with another designated member of staff for desk/phones to be covered in the absence of the receptionist.
- Answers all phone calls in a friendly but professional manner, and forwards all calls to the appropriate staff members promptly and smoothly.
- If appropriate personnel are absent or unavailable to take calls, receptionist offers the caller voice mail or an email message including: name of caller, caller’s company name, phone number (and extension), best time to return call, whether call is urgent, and if possible, a brief note as to the nature of the call.
- Receives all company mail and forwards to appropriate agency personnel.
- Receives and signs for all deliveries/courier shipments, first verifying contents are as stated on the shipping bill. Notifies appropriate personnel of the arrival of any such packages/deliveries.
- Arranges all courier pickups. Prepares courier mailing labels per instructions provided by staff members.
- Prepares outgoing mail and correspondence on request. This may include typing of labels and envelopes, typing/word processing of letters, etc.
- Runs miscellaneous agency errands as requested by administrative, account service, and creative departments.
- Maintains reception, conference room and kitchen area to ensure a professional and welcoming appearance. Includes keeping magazines up-to-date, keeping a supply of company brochure/literature on display and cleaning conference room after client/vendor visits.
- Greets all visitors to agency promptly and in a welcoming manner, and acts as hostess until appropriate personnel are notified of visitor’s arrival (including offering/preparing beverages for visitor). Notifies appropriate agency personnel of arrival of any such visitors.
- Makes sure coffee/hot water/beverages are well stocked available at all times, but especially on days when visitors are expected.
- Types/word processes proposals, correspondence or any other documents as requested by account service, media and creative departments.
- Maintains current computer skills related to daily job functions.
- Inventories office supplies (letterhead, forms, etc.) and notifies Finance Director if reorder is necessary.
- Tries to be aware of whereabouts of staff and client/vendor visits to the office.
- Assists account services and finance departments with data entry, vendor contacts and contract management and expediting co-op submissions and creative materials as requested.
To perform the job successfully, an individual should demonstrate the following competencies:
- Adaptability – Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
- Attendance/Punctuality – Ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
- Cost Consciousness – Works within approved budget.
- Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.
- Interpersonal Skills – Maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others’ ideas and tries new things.
- Oral Communication – Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.
- Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization’s goals and values.
- Planning/Organizing – Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives.
- Problem Solving – Gathers and analyzes information skillfully; develops alternative solutions.
- Professionalism – Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
- Quality – Demonstrates accuracy and thoroughness; monitors own work to ensure quality.
- Technical Skills – Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.
- Written Communication – Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; able to read and interpret written information.
Education and/or Experience:
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.