Administrative Assistant

AccurIT Systems, Inc.; Overland Park (KS); On-site; USD 42,000 - 60,000; Full time

Job summary

AccurIT Systems, Inc. is seeking an organized administrative professional to support partners and the team in Overland Park, KS. You will manage calendars, coordinate client meetings, assist with billing and bookkeeping, and help with marketing mailings and travel arrangements.

The role requires strong communication, multitasking, and CRM familiarity. Experience with ACT! and QuickBooks is a plus; a Bachelor’s or Associate degree is preferred.

Qualifications

• Excellent verbal and written communication and interpersonal skills.
• Ability to multitask and manage competing priorities effectively.
• Experience coordinating meetings, travel, and client communications.

Responsibilities

• Maintain scheduling of internal and external meetings, conference calls, video conferences with clients and staff.
• Assist in billing and bookkeeping duties.
• Coordinate marketing mailings and related tasks.
• Plan travel and accommodations; arrange meetings and catering as needed.
• Prepare letters, proposals and other documents.
• Greet clients and set up meeting rooms; manage partner files.

Skills

Communication skills

Multitasking

Team collaboration

Education

Bachelor's degree or Associates Degree

Tools

ACT!

QuickBooks

Microsoft Office

Job description

• Maintain scheduling internal and external meetings, conference calls, video conferences communicating with clients and infrastructure staff as appropriate.
• Assist in billing and book keeping duties.
• Assist in marketing efforts with the coordination of customized mailings and related tasks.
• Proactively spot opportunities to add marginal internal meetings; interviews; staff meetings, etc.
• Coordinate travel and accommodation, book cars, air tickets, etc as needed.
• Prepare letters, proposals and other documents.
• Assist with greeting clients, booking and setting up meeting rooms and organizing catering.
• Assist in organization of Partner files and offices.

Daily Administration

• Maintain scheduling internal and external meetings, conference calls, video conferences communicating with clients and infrastructure staff as appropriate.
• Assist in billing and book keeping duties.
• Assist in marketing efforts with the coordination of customized mailings and related tasks.
• Proactively spot opportunities to add marginal internal meetings; interviews; staff meetings, etc.
• Coordinate travel and accommodation, book cars, air tickets, etc as needed.
• Prepare letters, proposals and other documents.
• Assist with greeting clients, booking and setting up meeting rooms and organizing catering.
• Assist in organization of Partner files and offices.

Client Development

• Maintain/update current list of contacts and business activities in address book and CRM (ACT!) database.
• Track and maintain sales activity/pipeline (e.g. who we have called upon, how far the discussions have progressed, what we have promised by when, and follow-up with Partners as necessary).
• Proactively spot clients that haven't been called upon and/or who need follow-up; arrange meetings accordingly.
• Understand Partner's key client and sales goals, work to support them. Push Partner's marketing goals forward (e.g. chasing up the Partner and client appropriately).
• Develop excellent rapport with client assistants to further develop the client relationship.
• Execute requested follow-up calls for client mailings.
• Become familiar with the AccurIT Systems IT Service offerings in order to develop confidence in setting up meetings with clients.

What You'll Need

• Cover other EA roles when necessary, due to vacation, illness, work overload, etc.
• Assist in orientation of new employees and new clients.
• Be a proactive team player; offer assistance when you have down time.
• Participate in team meetings and projects with an eye to improve processes and the overall performance of the AccurIT Systems team.

Person Specification

• Excellent verbal and written communication skills and able to deal with people at all levels.
• At least three years' experience of working at Partner level. Experience in IT consulting services, management consultancy and/or a similar industry would also be an advantage but it not a necessity.
• Able to act as a point of contact for clients on behalf of assigned Partners and to prioritize and manage the Partner's time accordingly.
• Team player who has experience of and has enjoyed working as part of a team.
• Service focused - dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.
• Ability to multitask, prioritize and manage one's own time. Not a clock watcher or someone who is unwilling to step outside the job description.
• Self starter who has an appetite for learning and driven to excel and grow.
• One who takes constructive feedback in stride and incorporates feedback quickly.
• Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment.
• Ability to maintain and respect confidentiality.
• Sense of humor.
• Attention to detail and stickler for accuracy.
• Flexible attitude, hard-working and results driven.
• Finally, we are looking for someone who will be committed to the company and add to the life and culture of AccurIT Systems, Inc.

Required Skills

• Microsoft Office: Excellent Word skills, good Power Point and Excel skills etc.
• Working knowledge of ACT! and QuickBooks, a plus.
• Bachelor's degree or Associates Degree required.