Position Summary The Administrative assistant is primarily responsible for providing administrative and clerical support to ensure efficient operations of the Center. The Administrative Assistant supports managers and employees through a variety of tasks related to organization and communication, while handling confidential and time sensitive material.

Essential Duties To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Essential Duties: • Answer and direct phone calls in a polite and friendly manner • Welcome visitors in a warm and friendly manner, and answer any questions visitors have • Responding to all customer inquiries in a polite and timely manner • Maintain reception area and all common areas in a clean and tidy manner at all times • Keep detailed and accurate records of visitor requests and of calls received; Answering, forwarding, and screening phone calls. • Receive deliveries; Receiving, sorting, distributing and dispatching daily mail • Take inventory of supplies and restock as needed • Maintain the general office filing system • Open and close Center • Sign in and out procedures • Greet clients and visitors with a positive, helpful attitude. • Helping maintain workplace security by issuing, checking, and collecting liability forms as necessary and maintaining visitor logs. • Assisting with a variety of administrative tasks including copying, faxing, taking notes, and making travel plans. • Preparing meeting and training rooms. • Answering phones in a professional manner, and routing calls as necessary. • Assisting colleagues with administrative tasks. • Performing ad-hoc administrative duties. • Provide excellent customer service. • Scheduling appointments in CR and calendars • Managing security and telecommunications systems • Handling queries and complaints via phone, email and general correspondence • Recording and maintaining office expenses • Handling travel arrangements • Coordinating internal and external events • Managing office inventory such as stationery, equipment and furniture • Overseeing office services like cleaners and maintenance service providers • Assisting the HR team with recruitment, onboarding and termination processes • Maintaining safety and hygiene standards of the reception area • Organize and schedule appointments and meetings • Maintain contact lists • Produce and distribute correspondence memos, letters, faxes, and forms • Assist in the preparation of regularly scheduled reports • Develop and maintain a filing system • Order office supplies • Book travel arrangements • Submit and reconcile expense reports • Provide general support to visitors • Provide information by answering questions and requests • Take dictation • Research and creates presentations • Generate reports • Handle multiple projects • Prepare and monitor invoices • Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies • Contribute to team effort by accomplishing related results as needed • Carry out administrative duties such as filing, typing, copying, binding, scanning, etc. • Organize travel arrangements for senior managers • Write letters and emails on behalf of other office staff • Book conference calls, rooms, taxis, couriers, hotels, etc. • Cover the reception desk when required • Maintain computer and manual filing systems • Handle sensitive information in a confidential manner • Take accurate minutes of meetings • Coordinate office procedures • Reply to email, telephone, or face to face inquiries • Develop and update administrative systems to make them more efficient • Resolve administrative problems • Receive, sort, and distribute the mail • Answer telephone calls and pass them on • Manage staff appointments • Oversee and supervise the work of junior staff • Maintain up-to-date employee holiday records • Coordinate repairs to office equipment • Greet and assist visitors to the office • Photocopy and print out documents on behalf of other colleagues • Provide polite and professional communication • Implement clerical duties and administrative processes • Conduct data entry • Confirm restaurant reservations for senior staff • Other duties as assigned

Education: High school diploma or General Education Degree (GED) required; Degree in Business Administration or related field preferred Licenses and Certifications: N/A Skills: • Excellent verbal and written communication skills • Excellent interpersonal and active listening skills • High emotional intelligence and ability to remain flexible • Excellent organizational skills and attention to detail • Excellent time management skills with a proven ability to meet deadlines; ability to prioritize tasks • Excellent customer service skills • Excellent analytical, decision making, and problem solving skills • Excellent reporting abilities, both written and orally • Excellent proofreading and editing skills • Strong ability to manage inventory • Ability to remain professional and utilize professional etiquette • Ability to work independently and within a team • Ability to anticipate needs • Ability to learn and adapt quickly • Ability to properly use and troubleshoot general office equipment (telephones, printers, fax machines, etc.) • Ability to type at least 35 words per minute (WPM) • Strong knowledge of office management systems and procedures • Proficient with Microsoft Office Suite • Proficiency with or the ability to quickly learn the systems utilized by the organization • Punctuality and strong attendance required

Fast Track ABA Center is an Equal Opportunity Employer. Fast Track ABA Center aims to be an inclusive and equitable employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment decisions are made on the basis of qualifications, merit, and business need.