Administrative Assistant - Courtyard

Hignell Inc; Chico (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

Courtyard seeks an Administrative Assistant to support day-to-day operations, including scheduling, reporting, and executive administration. You will assist the Administrator, prepare agendas, and maintain confidential files in a fast-paced environment.

The role requires strong organization, two to four years of administrative experience, and excellent communication skills. Proficiency in MS Office and attention to detail are essential.

Qualifications

• Two to four years of increasingly responsible administrative assistant experience including customer service.
• Strong written and verbal communication skills.
• Proficient with MS Office suite and basic office software.

Responsibilities

• Formats and types correspondence, prepares agendas and meeting notices, and takes minutes.
• Maintains the Administrator’s calendar and coordinates travel arrangements.
• Lorges mail, compiles data for reports, and supports HR/payroll interactions.
• Maintains filing systems and ensures confidentiality of materials.
• Provides front-line reception duties and supports department staff as needed.

Skills

Administrative experience

Customer service

MS Office

Communication

Education

High school diploma or GED

Tools

Word processing

Excel

Desktop publishing

Job description

The Administrative Assistant – Courtyard assists with the administration of the day-to-day operations of the functions and duties of the Courtyard. The Administrative Assistant contributes to the accomplishment of the Courtyard’s practices and objectives that will provide a high performance culture that emphasizes empowerment, quality, productivity and standards, goal attainment, and the ongoing development of a superior workforce. The Administrative Assistant carries out responsibilities in some or all of the following functional areas: departmental development, employee relations, resident relations, training and development, and executive administration.

Essential Functions:

• Performs tasks at the direction of the Administrator.
• Serves as administrative assistant to the Administrator; formats and types correspondence, forms reports; composes routine correspondence; compiles data for reports; takes and transcribes meeting minutes; prepares agendas and meeting notices; schedules meetings; provides other support as requested.
• Maintains the Administrator’s calendar; screens appointment requests; makes travel, conference and meeting arrangements. Opens, screens, and routes mail; gathers, compiles, calculates, and summarizes information.
• Coordinates employee safety, welfare, wellness, benefits, and health programs.
• Receives and processes personnel action forms.
• Acts as liaison with payroll, accounting, and Human Resources.
• Tracks completion of time sheets; Distributes copies as appropriate.
• Assists the Administrator with various research projects and/or special projects.
• Maintains information and makes copies for appropriate departments and personnel files.
• Ensures confidentiality of designated materials; Models appropriate and cooperative behavior and uses tact in dealing with sensitive materials.
• Answers incoming phone calls; directs inquiries as appropriate; answers procedural questions; directs inquiries as appropriate; takes messages; interacts in person or on the phone with employees who may be distraught or angry.
• Organizes and maintains a variety of files; tracks deadlines; ensures confidentiality of designated materials.
• Maintains current knowledge of rules, regulations, laws, and procedures by attending conferences, workshops, and reading current publications.
• Travel and work overtime as required.

Other Functions:

• Models appropriate and cooperative behavior, including protecting confidential information consistent with Company and ethical guidelines.
• May purchase refreshments for meetings and conferences; prepare meeting room and arrange refreshments; clean up after meeting.
• Performs related duties consistent with the scope and intent of the position.

Mental and Physical Demands:

• Experiences frequent interruptions; required to meet inflexible deadlines; requires concentration and attention to detail; requires a high level of organizational and prioritization skills; may occasionally deal with distraught or difficult individuals.
• Requires ability to maintain absolute confidentiality of information received.
• Required to sit for prolonged periods; exposed to visual display terminal for prolonged periods; dexterity and precision required in the operation of a computer.
• Ability to handle multiple phone lines.
• Ability to lift up to 25 pounds.

Core Competencies/Qualifications:

• Commitment to the Company’s mission.
• High school diploma or GED. Additional education and/or training is preferred.
• Education, training, skills, and experience necessary to carry out assignments, including training in office procedures, and two (2) to four (4) years of increasingly responsible administrative assistant experience that includes customer service.
• Ability to read, write, speak and communicate effectively. Demonstrated skill in correct grammar, spelling, and English usage.
• Knowledge of general office procedures. High-level of computer skills. Demonstrated skill in operating a computer and ability to learn the use of specific software programs including word processing, Excel, spreadsheet, and desk top publishing. Ability to format and compose computer correspondence and documents.
• Ability to set up and maintain accurate filing systems.
• Ability to coordinate and schedule events.
• Skill in telephone and in-person reception.
• Skill in effective customer service and public relations.
• Ability to attend to detail and follow tasks through to completion.
• Ability to organize and set priorities for work.
• Ability to work with minimum supervision.
• Ability to establish and maintain effective relationships with co-workers, administrative team, and the public.