Administrative Assistant

Your work will be primarily based on-site and will require a high level of organization and detail orientation.

Responsibilities:

• Assist in the administration of arbitration and mediation cases
• Act as the primary point of contact for both the public and internal staff for the regional office
• Coordinate with case administration teams across multiple centers, answering client inquiries regarding services, filing procedures, and case administration
• Conduct research and analysis on prospective clients, maintaining and compiling marketing or case related databases
• Coordinate appointments and other scheduling matters for executives
• Update marketing and presentation materials as needed
• Communicate with panel and advisory group members regularly
• Oversee logistics for regional training programs, meetings, and events
• Act as receptionist for the office, handling tasks such as greeting visitors, answering phones, booking hearing rooms, word processing, filing, and maintaining calendars
• Manage vendor relationships, schedule maintenance of office equipment, and liaise with building management and headquarters on facility management
• Handle billing and invoicing, maintaining and tracking invoices, and compiling month-end reports. • Minimum of 2 years of experience in a similar role as an Administrative Assistant
• Proficiency in Microsoft Office suite (Excel, Word, Outlook, PowerPoint)
• Excellent customer service skills and experience
• Experience in answering inbound and making outbound calls
• Ability to manage and schedule appointments effectively
• Strong data entry skills with attention to detail
• Experience with email correspondence, maintaining detail oriented communication
• Ability to multitask and prioritize work as needed
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• High school diploma or equivalent qualification required
• Ability to work independently and as part of a team.