Job Details

Office Administrative Assistant

The Office Administrative Assistant works with the Executive team on various projects and performs various administrative functions as needed.

Essential Duties and Responsibilities

Include the following. Other duties may be assigned.

• Register attendees and arrange group booking at hotels for conferences for trustees.
• Ensure hotel is prepaid, per diem check given to trustees, trustee packet prepared – including information on convention & maps, etc.
• Returning from conference: Retrieve receipts from trustees, verify receipts, collect monies due to fund or coordinate payment. Expense report specific to each individual based upon trustees travel dates. Complete reports & cordially inquire on non-reimbursable charges.
• Travel reimbursement checks to the trustees.
• Reconciling room stay with trustees hotel folio.
• Booking individual air travel arrangements and hotel accommodations.
• Assist Executive team with funds' quarterly board meeting's agenda preparation. Secure parking and meals for meetings.
• Fund audits – providing documents for various funds' annual audits.
• Ensuring conference room is kept clean at all times and replenished of necessities.
• Reporting of postage usage & copier reports to Folsom office monthly.
• Obtaining trustee signatures for fund documents: i.e. contracts, documents, travel forms, etc.
• Filing of bank statements, investment reports & various incoming mail (IRS notices)
• Restock supplies for office copiers and stationary fund supplies.
• Order stationery (Fund letterhead, envelopes and SPD) and supplies for office (from Conrad Enterprise or physically purchasing at a store) and conference room items (Costco & Sams Wholesale).
• Email invoices for Oahu office vendors to Folsom.
• Organize office cleaning schedule. (Hired cleaner comes Fridays only)
• Insurance policies – waiver of Recourse.
• Requesting & ensure Schedule A & C are received from providers for Auditors.
• Ensuring Customer Service office needs are met: i.e. weekly supplies, magazine rack, chairs, etc. and maintenance of facilities.
• Upkeep of funds documents at the on-site storage room.
• Prepare new hire workstations, supplies, and assist HR department with any new hire set up.
• Assist in planning staff events.
• Liaison between Property Manager and BRMS.
• Special projects as they arise.

Supervisory Responsibilities This job has no supervisory responsibilities.

Knowledge, Skills, & Abilities

Must maintain confidentiality.

Computer literate, with knowledge of and experience working with Microsoft Office Suite, Internet, and Adobe Acrobat.

Exhibit professionalism in appearance and attitude.

Ability to communicate effectively, both verbally and in writing to all staff members and clients.

Must be attentive to detail, organized, and able to multi-task and finish projects on time.

Must have friendly outgoing personality and excellent customer service skills, both in person and on the phone.

Must be able to perform additional functions incidental to office activities and procedures.

Ability to recognize, analyze and solve problems within the scope of the Administrative Assistant.

Ability to resolve issues as they pertain to office equipment (copier, fax machine, etc.)

Knowledge of modern business etiquette and ethics.

Ability to work effectively in an independent and team environment.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High school or G.E.D. equivalent; and one to two years of increasingly responsible supervisory experience in a corporate mailroom environment and/or high-volume production/transaction environment; or equivalent combination of education and experience.

Language Skills

Ability to read, speak, and write effectively in English. Ability to interpret documents such as safety rules, memos, letters, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before customers or employees of organization. Ability to effectively address or resolve customer service issues within guidelines of the position.

Mathematical Skills

Ability to add and subtract, multiply and divide with 10's and 100's.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Certificates, Licenses, Registrations

Valid, class C license in state working with no adverse driving record.

Physical Demands

While performing the duties of this Job, the employee is regularly required to sit and stand; walk and use hands to finger, handle, or feel. The employee is frequently required to reach with hands and arms and talk or hear. The employee may frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

The noise level in the work environment is usually moderate.