Office Assistant / Support 2
March 23, 2025
Office Assistant / Support 2
Job Title: Support Assistant 2
Job Summary:
The Support Assistant will provide comprehensive administrative, clerical, and operational support to ensure the efficient and effective functioning of the organization. This multifaceted role involves a wide range of responsibilities, including managing communications, coordinating schedules, maintaining records, assisting with program delivery, supporting marketing and networking efforts, and assisting with the hiring process. The Support Assistant will serve as a key point of contact and contribute significantly to a positive and professional work environment.
Key Responsibilities:
- Reception and Communication: Greet visitors, answer and direct phone calls, manage inquiries, and provide information to callers.
- Calendar Management: Schedule and coordinate appointments, meetings, and travel arrangements.
- Document Management: Organize and maintain electronic and physical files and records, ensuring accuracy and confidentiality.
- Data Entry: Input and manage data in spreadsheets and databases with precision.
- Correspondence: Draft, edit, and respond to emails and other correspondence.
- Office Administration: Manage office supplies, equipment maintenance, and inventory.
- Meeting Support: Prepare meeting agendas, record minutes, and distribute meeting materials.
- Customer Service: Respond to customer inquiries and resolve basic issues in a timely and professional manner.
- Program Support: Assist with teaching CPR classes very occasionally within a 2-hour radius of Swift Headquarters.
- Community Engagement: Attend networking events in the community, which may include evening and weekend commitments.
- Project Support: Assist project teams with administrative tasks, including data collection and report preparation.
- Marketing and Networking: Support marketing efforts and engage in networking activities.
- Social Media: Assist with social media management.
- Hiring Support:
- Post job openings.
- Coordinate interviews.
- Conduct pre-screen interviews.
- Assist with background checks.
- Prepare employment offers and contracts.
- Assist with onboarding and offboarding.
Required Skills and Qualifications:
- Excellent verbal and written communication skills.
- Strong organizational and time management abilities.
- Proficiency in Google Docs preferred OR Microsoft Office Suite (Word, Excel, Outlook).
- High level of attention to detail and accuracy.
- Ability to multitask and prioritize tasks effectively.
- Strong customer service skills and a positive attitude.
- Experience with scheduling, managing calendars, and coordinating appointments and meetings.
- Ability to maintain confidentiality and exercise discretion when handling sensitive information.
Additional Responsibilities:
- Technical Support: Provide basic troubleshooting assistance with computer hardware and software.
- Sales Support: Assist with generating sales leads and managing customer accounts.
- Marketing Support: Support marketing campaigns and assist in the creation of promotional materials.
**we are a smokefree workplace**
- Listing ID: 8512