Effectively and Efficiently Handles General Office Administration:
- Promptly, professionally, and in a friendly manner, communicates with internal and external Clients, in-person and via telephone, to promote excellent Client relations and ensure the highest levels of Client satisfaction.
- Determines purpose of client, vendor, visitor, visits/call and promptly seeks clarification; if request or objective is unclear, forwards Client/call to appropriate personnel or department while also providing an “introduction” to secondary personnel/call handler so that Client does not have to re-introduce themselves or the issue.
- Creates corporate communications such as correspondence and reports as directed by Executive Office Manager and senior executives.
- Audits and organization of corporate business records and reports as needed by Executive Office Manager and senior executives.
- Maintains confidentiality of business and the President’s personal conversations, correspondence, reports, and records as appropriate.
- Assists with filing of corporate records such as legal files, contact activities of senior executives, and calendar notices, meeting agendas, minutes, and resolutions as needed.
- Serves as backup support for assisting visitors and callers when needed.
- Answers telephones and takes messages for CEO, President/COO, and other senior executives.
- Coordinates Certificate of Insurability (COI) documents and maintains accurate records.
- Assists with logging, maintenance, and drafting general transmittal correspondence regarding legal documents received by Executive Office.
- Assists Executive Office Manager by serving as a liaison between Corporate Office and outside counsel for gathering, locating, and transmitting legal documents.
- Collects, maintains, monitors, and transmits all necessary documents, photos, forms, pertaining to company property damage; coordinates submission of documentation to carrier.
- Assists Executive Office Manager with projects as needed.
Provide Adequate Backup Support to Executive Receptionist:
- Learns and maintains active working knowledge of the Executive Receptionist job duties: provides back-up support as required and in areas such as, but not limited to, communicating with internal and external Clients, in-person and via telephone on computerized switchboard; retrieving messages from computerized switchboard voice mail and forwarding to appropriate personnel; documenting/delivering messages or transferring calls to voice mail, when appropriate personnel are not available; carefully monitor visitor access and issuing passes when required; placing reminder calls prior to scheduled appointments as required.