ITility, LLC

Executive Assistant/Receptionist

Job Locations US-VA-Herndon
Posted Date 4 weeks ago(1/29/2018 3:52 PM)
Job ID
2018-1574
# of Openings
1
Category
Administrative/Clerical

Overview

ITility, LLC. is looking for an Executive Assistant/Receptionist to provide full executive support and serve as primary point of contact for internal and external matters. Responsible for the organization and coordination of office operations, procedures, and resources to facilitate organizational effectiveness and efficiency. 

Responsibilities

Receives and greets visitors.

  • Greets visitors
  • Determines nature of visitors’ business
  • Provides appropriate information
  • Issues visitor badges
  • Directs visitors to a location within the facility or to an employee
  • Maintains a visitor log

Operates a telephone answering system.

  • Receives incoming calls
  • Takes messages while speaking in a clear, well-modulated telephone voice using excellent English grammar and diction
  • Delivers messages timely
  • Makes appointments
  • Arranges for adequate telephone coverage when not present to take calls
  • Call center/personnel phone number contact rosters and other communications support

Processes incoming and outgoing mail.

  • Addresses envelopes and packages
  • Coordinates receipt and delivery of packages with delivery services and carriers
  • Processes incoming mail and routes to appropriate destinations

Performs related EA duties.

  • Schedules conference and training rooms
  • Office supply room management and office supplies inventory management and ordering
  • Receives and sends fax documents
  • Copies, collates, staples, and binds documents
  • Conference Room, scheduling, setup, and various admin meeting support
  • Executive Calendar management
  • Receipts/travel expenses and reservations
  • Orders supplies
  • Breakroom Management
  • Company awards program management for external and internal award

Event Planning and Coordination.

  • Birthdays and bereavement gifts, celebrations, and condolences.
  • Cakes, food, and other event catering.
  • Event and holiday party planning, coordination, and execution.

Qualifications

Minimum Qualifications:

  • High school diploma
  • One - Three (1-3) years of high-level administrative/secretarial experience.
  • Must be proficient in the use of Microsoft Office products.
  • Must be proficient in the use of personal computers, scanners, printers, and copiers.

Preferred Qualifications:

  • Must have strong interpersonal skills, strong verbal and written skills, be proficient in grammer usage and business correspondence techniques
  • Experience with Federal Government contracting
  • Personal Assistant Experience
  • Must have strong decision-making skills and be resourceful and flexible.
  • Must be able to function well in a fast-paced environment, handle simultaneous competing priorities, and maintain composure under pressure.
  • Must be task and results oriented with excellent judgement, organizational skills, and attention to detail.

 

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