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Administrative Assistant

JOB TITLE:

Administrative Assistant/Office Manager

Summary of Position:

The purpose of this position is to perform highly responsive duties for the co-founders and general manager of Lightspring. Maintains office work spaces, job schedules, internal calendar, minor project coordination tasks (under the direction of General Manager) while working with all levels of the executive team

JOB CHARACTERISTICS:

Nature of Work:

This position performs duties that must be done in-person and in a timely manner on a daily basis. Must be attentive to detail within the assigned duties and have a good professional working attitude and communication style. Must have the ability to maintain confidentiality of sensitive information.

Personal Contacts:

Works with general manager, co-founders, and director of finance.

Supervision Required:

This position is supervised overall by the general manager.

RESPONSIBILITIES:

Responsible for overall office administration efficiency

Answers telephone, screens callers, relays messages, and greets visitors at the front desk

Opens, sorts and screens mail

Schedule and prepare meeting agendas, and records, compiles, transcribes and distributes meeting minutes

Maintains comprehensive information in files and records, in office and online

Compiles and organizes all relevant office data, as well as internal cleaning schedules, etc.

Picks up and delivers materials as required

Operates office equipment such as photocopier, fax machine, and calculator

Coordinates the servicing of office and shop equipment

Operates a computer to access e-mail, electronic calendars, and other basic office support software

Establishes a filing system that is comprehensive and up-to-date

Maintain job folders

Performs other position-related duties as assigned.

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REQUIREMENTS:

Ability to provide succinct and responsive updates and reporting to leadership in a professional manner

Excellent written and oral communication skills

Demonstrated leadership ability, team management, and interpersonal skills

Excellent analytical and abstract reasoning skills, plus excellent organization skills

Enthusiastic team player who understands the dynamic of working in a matrixed organization

Outgoing with ability to provide excellent customer service to staff and external partners

Excellent critical thinker and problem solver; able to make solid judgments and decisions

Exhibits Lightsprings core values of doing the right thing the right way the first time

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Lightspring

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Administrative Assistant/Office Manager