Administrative Assistant / Receptionist

Job Summary:

As the primary point of contact at Decatur Legacy Park, this position serves a central role in providing information to visitors, handling the flow of guests and tenants through the reception area in a professional and welcoming way, and coordinating tenant needs with facility maintenance personnel at this unique 77 acre property. 

The administrative assistant maintains a comprehensive calendar of rentals and activities at the property, provides information and direction over the phone, monitors email requests and coordinates visits from prospective tenants, event planners and film scouts.  This role also provides critical back office support to the Executive Director in maintaining and updating files, generating correspondence, scheduling appointments and assisting with financial record keeping.  

Responsibilities

• Create a welcoming and inviting environment for visitors to the site
• Act as the point of contact for internal and external clients
• Answer and direct phone calls
• Maintain comprehensive event calendar for the property
• Serve as primary point of contact for event and meeting rentals
• Work closely with facility maintenance supervisor to assure property is well maintained and maintenance issues are resolved
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist with the preparation of deposits, bill paying and financial record keeping for the organization
• Develop and maintain a filing system
• Assist in the scheduling of regular board and committee meetings, public postings of meetings and maintenance of board records
• Update and maintain office policies and procedures Organize and schedule appointments
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Other Duties as may be assigned

Requirements

• Proven experience as an Administrative Assistant, Office Admin Assistant
• Strong experience in customer service
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Experience with managing basic financial operations
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Bachelors degree preferred additional qualification as an Administrative assistant or Secretary will be a plus