Assistant Manager of Administration

This position is expected to operate with limited supervision from a manager. As directed, this position will require you to support other departments and managers in order to fulfill the immediate requirements of the firm.

• Work closely with the President and the Director of Operations
• Creates spreadsheets, logs, and records for tracking, reporting and analyzing data
• Creates schedules and timelines for projects.
• Cooperatively works with Marketing team to assemble client proposal templates for

• Enters data into required systems and documents and audits for accuracy
• Requests documentation, as assigned by managers
• Obtain and provide Certificates of Insurance according to client instructions.
• Maintains electronic and physical departmental files, documents, communications, and

• Contributes and leads project-based initiatives

• Plans, orders, and/or reconciles deliveries
• Completes purchase orders and documentation
• Plans and coordinates internal and external meetings, events, seminars, etc.
• Schedules and tracks individual attendance, vendors, and supplies

• Responds to and follows up with communication requests
• Creates drafts of procedures and manages communication effectively.
• Drafts internal and external communications including but not limited to letters, reports, emails, and announcements

• Collaborates with all departments
• Conducts training newly hired administrative assistants and receptionists
• Recruit, train and conduct performance reviews
• Prioritize, delegate, and confirm completion of administrative work
• Maintains client, contact and project information into the project management system Bill Quick
• Supports other Administrative Assistants

Work Environment

This position will work in a typical office environment, mostly located indoor with windows. The office contains office equipment resulting in equipment noise. This position will be working in a shared office space with other colleagues and may experience frequent interruptions, conversations, or other background noise.