Administrative Assistant

Jobtailor; Westlake (OH); On-site; USD 38,000 - 55,000; Full time

Job summary

Jobtailor in Cleveland, Ohio seeks an experienced administrative professional to support a busy office. The role includes handling correspondence, coordinating internal processes, greeting clients, and providing firm-wide administrative support.

Candidates should have 2–3 years of admin/customer service experience, strong communication skills, and a willingness to obtain Notary Public status if not already certified. On-site office environment with team events and travel support may be required.

Qualifications

• Minimum 2-3 years of administrative and/or customer service-related experience.
• Excellent verbal and written communication skills.
• Notary or willingness to become a notary public.

Responsibilities

• Manage correspondence, organize files, and handle clerical duties.
• Coordinate internal processes to ensure smooth operations.
• Serve as the first point of contact for clients and visitors.
• Support a team of professionals in Cleveland, Ohio.
• Order and mail client gifts.
• Prepare prospect packets for meetings and events.
• Handle inbound and outbound packages and mail, including scanning documents.
• Process checks.
• Forward incoming faxes and client files.
• Submit building maintenance requests.
• Maintain and organize employee common areas, including ordering office supplies and beverages.
• Review and forward incoming invoices.
• Book and organize client and internal team events.
• Greet clients and guests entering the office.
• Provide firm-wide support for inbound calls.
• Serve as remote backup support for other administrative team members.
• Print and bind materials in the office.
• Handle service calls for office equipment and services.
• Prepare offices and desks for onboarding employees.

Skills

Administrative Tasks

Document Scanning

Invoice Processing

Travel Booking

Client Interaction

Education

Notary Public

Tools

Salesforce

Slack

Zoom

Outlook

Job description

• Manage correspondence, organize files, and handle clerical duties


• Coordinate internal processes to ensure smooth operations


• Serve as the first point of contact for clients and visitors


• Support a team of professionals in Cleveland, Ohio


• Order and mail client gifts


• Prepare prospect packets for meetings and events


• Handle inbound and outbound packages and mail, including scanning documents


• Process checks


• Forward incoming faxes and client files


• Submit building maintenance requests


• Maintain and organize employee common areas, including ordering office supplies and beverages


• Review and forward incoming invoices


• Book and organize client and internal team events


• Greet clients and guests entering the office


• Provide firm-wide support for inbound calls


• Serve as remote backup support for other administrative team members


• Print and bind materials in the office


• Handle service calls for office equipment and services


• Prepare offices and desks for onboarding employees


• Order food for client and team meetings or events


• Research and book employee travel and transportation


• Execute high-priority meetings and events by anticipating needs and ensuring attention to detail


• Provide ongoing administrative support for key firm initiatives


• Organize information related to business opportunities


• Perform other duties assigned by supervisors or managers

Requirements

• Minimum 2-3 years of administrative and/or customer service-related experience


• Great communication skills, both verbal and written


• Notary or willingness to become a notary public


• Applicants must be legally authorized to work in the United States on a full-time basis without requiring employer sponsorship to commence or continue employment at any point in time


• Experience with Salesforce, Slack, Zoom and Outlook preferred


• Prior experience working in a professional office setting preferred


• Motivated individual who is a self-starter and has demonstrated ability to learn new technology and processes


• Excellent verbal and written customer service skills


• Ability to thrive in a fast-paced environment alongside colleagues to reach a common goal


• Strong attention to detail


• Eagerness to grow and pursue professional development


• Frequent minimal physical effort such as sitting, prolonged periods working on a computer, standing and walking


• Occasional moving and lifting light equipment and/or furniture may be required depending on location


• Occasional travel, including travel to client sites, company offices, or industry events, may be required

Core Competencies

Demonstrates strong administrative support capabilities, including effective communication, attention to detail, and proficiency in managing office operations. Familiarity with tools like Salesforce, Slack, Zoom, and Outlook enhances the ability to thrive in a fast-paced professional environment.

Highest-signal resume keywords

• Administrative Support


• Customer Service Skills


• Attention To Detail


• Salesforce Experience


• Notary Public

Hard Skills

• Clerical Duties


• Document Scanning


• Invoice Processing


• Event Coordination


• Office Supply Management


• Travel Booking


• File Organization


• Mail Handling


• Meeting Preparation


• Client Interaction

Soft Skills

• Great Communication Skills


• Self-Starter


• Motivated Individual


• Ability To Thrive In Fast-Paced Environment


• Eagerness To Grow

Certifications & Qualifications

• Notary Public

Industry Keywords

• Professional Office Setting


• Client Services


• Administrative Processes


• Team Support


• Common Areas Management

Tools & Technologies

• Salesforce


• Slack


• Zoom


• Outlook