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Administrative Assistant
AICPA
Ewing Township, NJ, United States
Job Details - this job has expired, please see similar jobs below
Description
SUMMARY
Primarily act as receptionist at the front desk for the examinations unit while performing a variety of administrative support tasks for the examinations unit team including meetings in outlook calendar, mailings and correspondence; submitting expense reports; handling inquiries; administering records; filing; and assisting with the assembly, copy and distribution of information packets and binders to external volunteer groups. The Administrative Assistant will interact with all levels of the Examinations Team staff as well as AICPA executives, volunteers, vendors, and employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Act as receptionist at the front desk of the AICPA Ewing Office while welcoming visitors and assisting them with temporary security badges
• Schedule meetings in outlook calendars as requested
• Handle afternoon US Mail Service and FEDEX distributions
• Maintain beverage, office and computer supply orders while ensuring adequate supply on hand
• Process party and lunch catering orders and arrange transportation for guests on as requested basis
• Perform general housekeeping of conference room facilities
• Prepare letters, email and telephone responses, committee mailings and other administrative tasks as required
• Copy, Scan and electronically store and distribute processed vendor invoices to Accounts payable team in Durham office
• Assist communications team with various projects
• Initiate invoice approvals for one large vendor among staff
• Update PIN logs
• Independently work with Content and Communications team members to assemble, copy and distribute information packets and binders to be used by external volunteer groups
• Periodically work directly with staff, vendors, contractors, candidates, etc., either by telephone, e-mail or fax with immediate response time on all inquiries and requests; handle and resolve inquires by obtaining and evaluating all relevant information to direct the issue to the proper resource
• Process purchase requisitions for general office supplies as well as membership renewals
• Perform other administrative duties as assigned
• Assist communications team with various projects
SUPERVISORY RESPONSIBILITIES
• None
Qualifications
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
• Proficiency with Microsoft Office programs (Word, PowerPoint and Excel)
• Willingness to learn, understand, and to be potentially proficient at additional software applications.
• A predisposition to quality, error-free communications, professionalism, and customer service.
• Excellent written and oral business communication skills, including emails, letters, and presentations.
• Individual must be motivated, flexible, organized, and committed to high quality work product.
• Individual must be comfortable working with competing and changing priorities.
• Excellent interpersonal skills, manage work conflict efficiently across various constituents, and deal effectively with diverse groups including bringing groups to consensus.
• Ability to be proactive when managing assignments
• Must enjoy working in a team environment and working collaboratively.
• Commitment to quality, accuracy and attention to detail
• Highly organized and experienced working for multiple persons and setting and balancing competing priorities
• Ability to handle and secure sensitive business information.
• Customer Service and professional business relationship oriented
EXPERIENCE REQUIRED
• Minimum of 3-5 years prior experience and knowledge of customer service principles and practices.
EDUCATION REQUIRED
• Bachelor’s degree, general education degree or equivalent