Administrative Assistant (Temp)

Main Location
CA, United States
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JOB FAMILY SUMMARY:

Provide administrative and clerical support to one or more departments and leaders at all levels. Requires knowledge of company operations, policies, and procedures. Handles details of a highly confidential and critical nature. Collects and prepares information for use in discussions/meetings of executive staff and outside individuals. May coordinate messages, appointments, information to callers, file maintenance, department office supplies and mail. Coordinates activities between departments and outside parties. supplies and mail.

JOB SUMMARY:

The Sales Administrative Assistant completes administrative office duties, direct liason between backend and sales functions, responsible for working with billing team.

MINIMUM QUALIFICATIONS AND REQUIREMENTS:

  • Be a customer service superstar

  • Have a high-level organisational skills and ability to manage a number of escalations / projects at the same time

  • Be proactive, enthusiastic and able to work in a dynamic, collaborative team environment

  • Be confident, professional and have excellent interpersonal skills

  • Have exceptional verbal and written communication skills

  • Have strong problem-solving skills and a high level of initiative

  • Be highly competent in various software ideally salesforce - would be a big win.

  • 1-3 years work experience in Administrative Support, Sales, Customer Service. 

  • Must have strong written and oral communication skills.

  • Proficient with Microsoft Office Suite applications including Outlook, Word, and Excel.

  • Demonstrated ability to handle sensitive and confidential situations with tact and diplomacy, maintaining confidentiality and professionalism.

  • Fast learner, able to readily apply knowledge gained in one situation to others.

  • Ability to work independently and process a high volume of error-free, detailed work.

  • Ability to organize and prioritize projects in a deadline oriented and rapidly changing business environment.

  • Adept in utilizing AV/telephonic equipment.

  • Comfortable with multi-tasking, coordinating, prioritizing.

 

PRINCIPAL DUTIES & RESPONSIBILITIES: 

·        Supports departmental projects by providing data and organizing information as requested, setting up project-related meetings, taking notes as requested, communicating updates on task status, follow up on details as needed and maintaining project timelines. 

·        Process expenses and reimbursements for department team members including but not limited to per diem requests, travel, conferences, furniture, supplies and software/hardware.

·        Take meeting minutes, document follow-up items, and substitute attendance upon occasion.

·        General clerical duties including answering telephones, scanning, photocopying, fax and mailing.

·        Meet and greet visitors and clients, coordinate conference rooms and make meal arrangements.

·        Schedule and coordination of meetings, appointments and travel arrangements.

·        Assist in presentation preparation.

·        Able to effectively collaborate and coordinate with other Administrative and Executive Assistants across MINDBODY.

·        Work with Workplace Services team to address department needs.

·        Organize and schedule departmental functions and celebrations.

·        All other duties as assigned.

 

WORK ENVIRONMENT AND PHYSICAL DEMANDS:

·    Dexterity of hands and fingers to operate a computer keyboard.

·    This position is mostly stationary and will be required to remain stationary for extended periods of time.

·    Specific vision abilities required by this position include close vision, color vision, and the ability to adjust focus.

·    The noise level in the work environment is usually moderately quiet.

 

SCOPE OF SUPERVISION AND AUTHORITY:

Duties are generally performed under direct supervision. Follows standardized procedures. Will receive training and guidance when working on new processes and procedures. Decisions will be routine and within established guidelines. No direct management responsibility.

Mission
We're a community of women leveraging our connections into top companies to help underrepresented women get the roles they've always deserved. Simultaneously, we work to build truly inclusive hiring processes and environments where women can thrive and not just survive.
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Administrative Assistant (Temp)
Mindbody