Administrative Assistant

The Villages; Town of Middleton (WI); On-site; USD 35,000 - 52,000; Full time

Benefits offered by this job

Medical Insurance (HSA/FSA)

Dental & Vision Insurance

401k/ROTH plan

PTO & Paid Holidays

Life Insurance

Job summary

The Villages is seeking a full-time on-site Administrative Assistant to provide scheduling services, answer inquiries, take dictation, and support executive offices. You will help maintain calendars, prepare meeting materials, and manage routine clerical tasks while delivering strong customer service to internal and external stakeholders.

Applicants should have a high school diploma or GED with 1–3 years of related experience and proficiency in Microsoft Word, Outlook, and Excel.

Qualifications

• High school diploma or GED plus 1–3 years of related experience.
• Proficient in Microsoft Word, Outlook and Excel; Mac systems are a plus.
• Strong clerical and secretarial skills including typing, filing, and reception.
• Experience organizing and maintaining moderately complex filing and records.

Responsibilities

• Answer and screen phone calls, take messages, and direct to proper destinations.
• Manage leader(s) calendars and scheduling with time management in mind.
• Assist leadership with ongoing responsibilities, including communication of objectives and task lists.
• Prepare materials for meetings and daily operations; support data gathering and reporting.
• Maintain and update databases, maps, schedules, and documentation for accuracy.

Skills

Typing/Word processing

Clerical skills

Time management

Customer service

Education

High school diploma or GED

Tools

Microsoft Word

Outlook

Excel

Mac systems

Job description

Within the spirit of "Making People's Dreams Come True", this position is responsible for scheduling appointments, giving information to callers, taking dictation, and otherwise relieving officials of clerical work and minor administrative business details. These duties are accomplished while delivering Raving Fans customer service to both internal and external customers.

Full-Time, On-Site position

Benefits for Full-time Eligible Positions: Medical (HSA/FSA), Dental, and Vision Insurance | 401k and/or ROTH | PTO & Paid Holidays | Basic Life & AD&D | The Villages Charter School eligibility | and much more!

Responsibilities

• Answer and screen phone calls; taking messages and directing to proper destinations as needed.
• Maintain, manage, and schedule leader(s) and/or department calendar(s) in addition to their own to include necessary appointment making in keeping with good time management techniques and advancing initiatives.
• Assist leader(s) organizationally to help meet on-going responsibilities. This includes regular communication about objectives, creating systems for expediting work results to include task lists with responsibility designations, progress check-ups and use of other project management techniques.
• Prepare necessary materials for routine team functions and scheduled events, appointments and/or meetings as well as the center’s daily operations.
• Conduct data gathering, and research activities to provide reports or summaries of information collected as requested.
• Maintain reporting and tracking mechanisms to include the upkeep of database systems, maps, team member scheduling and documentation, ensuring accuracy and validity of information.
• Coordinate and organize activities and functions to include room scheduling, room set up, media and equipment, and related special arrangements.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment and/or notifying proper entities.
• Maintain supply inventory by checking stock, anticipating needs, placing, and expediting orders for supplies and verifying receipt of supplies.
• Act as a receiver of mail and correspondence for leader(s) or department(s); responsible for opening or reviewing correspondence and determining proper action to be taken; preparing outgoing mail and correspondence, including email, faxes, and packages (Fed‑Ex).
• File documents, develop and modify filing practices – this includes the usage of electronic in addition to paper records.
• Use office computers and a host of other software applications, including the Microsoft Office Suite, Customer Management Systems (I‑series, Lasso) and subsequent administrative management tools and equipment (copier, fax, etc.).
• Prepare documents and materials in Microsoft Office Suite programs by using predefined templates or by creating them from scratch (Excel, Publisher, PowerPoint, Word, etc.).
• Provide information by answering questions and requests, sharing appropriate guidelines and procedures and/or directing others to proper entities for assistance with issues.
• Resolve administrative concerns by consistently assessing needs in advance and identifying solutions in a proactive manner.
• Contribute to team effort by accomplishing sales related tasks or attending special occasions as called upon.
• Assist the sales team in their overall initiatives as requested.
• Attend special meetings, educational sessions, and assist leadership in ongoing training of new team members.
• All other duties as assigned.

Education/Experience Requirements

• High school diploma or general education degree (GED) and one (1) to three (3) years of related experience; or equivalent combination of education and experience.
• Proficient in departmental software, including Microsoft Word, Outlook and Excel; prior experience with Mac systems is a plus.
• Strong general clerical and secretarial skills, including typing/word processing, filing, and phone/office reception.
• Experience in organizing and maintaining moderately complex filing and record systems.
• Ability to interact effectively with a diverse range of personnel and external individuals or organizations.