DUTIES AND RESPONSIBILITIES
The Office Assistant will maintain an effective and efficient physical and virtual office environment through task tracking, data management, inventory management, filing, and by performing special projects as required. (S)he will assist with customer order tracking and fulfillment, including product assembly and shipping. The Office Assistant will also assist with event management.
Office Management and Data Entry:
- Maintain up-to-date customer database, including purchase options, inquiry and contact history - Task tracking, monitor monthly routine tasks to ensure timely completion
- Track incoming inventory vs purchase history
- Maintain office filing and storage systems.
- Keep filing/document management system for electronic and paper documents organized
- Monitor and order shipping office supplies.
- File incoming mail.
- Perform errands that assist daily functions: post office, etc.
Order fulfillment:
- Assist with the customer order fulfillment, including product assembly and shipping
Customer Care:
- Follow up on customer inquiries
- Process and track credit card billing
- Return calls as appropriate, usually per request.
Business development and marketing:
- Assist with development and implementation of marketing efforts and promotions
- Assist with production of newsletters and other publications
Event planning and implementation:
- Assist with creation of flyers, special event notices, tickets, press releases, etc.
- Assist at events as required, including setting up, breaking down and other tasks as needed
- Assist with creation and assembly of support materials
Work Schedule: Saturday, Sunday & Monday 8:30am - 5:30pm. Additional office hours may be required, with notice. Possibility of additional hours in our housekeeping department as well (turnover cleaning of vacant units).
The Executive Administrative Assistant will provide both personal and business support to the President and Vice President.
Major Functions will include:
Assist with confidential matters both in businesses endeavors and personal support as directed.
Assist in the management of the schedules for the President and Vice President. This includes travel arrangements.
Provides support with customers, vendors and business contacts for coordination of projects, meetings and documentation.
Performs confidential business and personal administrative and light accounting functions utilizing Microsoft software and other applications as needed.
Screens incoming calls, correspondence and responds independently when possible.
Performs both personal and business special projects as assigned by the President and Vice President.
Performs other duties as assigned.
Education:
Associates or Bachelors degree highly desired. Will accept any combination of education, experience and training that provides the required knowledge, skills and abilities.
Experience:
5 to 10 years experience as an Executive/Personal Administrative Assistant. Must have a valid Oregon driver's license and meet the insurability requirements of the company.
Skills & Abilities:
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position.
Problem Solving-the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
Client Services-the individual manages difficult employee and client situations, responds promptly to their needs and solicits their feedback to improve service.
Oral Communication-the individual speaks clearly and persuasively in positive or negative situations.
Quality Management-the individual looks for ways to improve and promote quality and demonstrates accuracy and thoroughness.
Planning/Organizing-the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
Adaptability-the individual adapts to changes in the work environment, manages competing demands and is able to deal with a frequent change, delays or unexpected events.
Dependability-the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
Safety and Security-the individual actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.
For immediate consideration submit resume, references and salary requirements in WORD or PDF format to: recruiting@stahlbush.com
The Training Coordinator provides clerical support to the Learning and Development Department of Holiday Retirement and is responsible for the receipt, processing, administration and maintenance of the documentation and data of the department. These include but are not limited to Associate training files, training documentation, curricula, courseware, and maintenance of the Learning Management System. The Training Coordinator also plans and organizes all logistical arrangements for training seminars, new Associate onboarding sessions, and other events as requested.
Minimum Job Qualifications and Requirements
High school diploma or equivalent required. Associate’s degree preferred.
Minimum two years work experience and/or college required; experience in administrative/clerical support required.
Excellent verbal/written communication and customer service skills.
Intermediate to Advanced proficiency in Microsoft Office applications (Word, Excel, and PowerPoint).
Ability to work under time constraints, manage multiple priorities, work independently, and meet departmental deadlines.
Excellent organizational skills and attention to detail.
Ability to work flexible hours if requested.
Essential Job Duties and Responsibilities
Support Field Training Managers, Community Management Teams and Regional/Managing Directors in the utilization of training programs. This includes, but is not limited to:
Encouraging and monitoring the successful completion of various training programs by communicating regularly with Field Training Managers, Community Management Teams, and Regional/Managing Directors.
Tracking levels of training completion/participation using Holiday’s Learning Management System.
Compiling reports and analyzing statistics for training and management retention purposes.
Assembling and distributing training materials, packets, and information.
Coordinate Home Office training sessions, onboarding sessions, and new employee orientation, as well as other onsite and offsite meetings as requested, including but not limited to:
Planning and setting up meeting room space.
Organizing food and beverage requirements.
Coordinating audio visual and other technical requirements.
Coordinating staff logistics and assignments.
Managing all required meeting materials.
Serving as liaison between participants, Home Office staff, and offsite location staff, and handling any issues as required.
Act as a liaison between travel agency and participants for recruiting, training, and onboarding to coordinate travel needs.
Coordinate with hotels, transportation vendors, and catering services to arrange training rooms, hotel accommodations, transportation, meals, and events.
Develop and maintain professional, customer-service focused relationships at all levels within the organization.
Develop and maintain training materials inventory. Coordinate with printer to ensure that training materials are available in a timely manner.
Provide administrative support to Learning and Development Department staff members.
Order departmental supplies, as requested.
Perform work in an efficient and timely manner.
Position open until filled.
Send cover letter and resume to:
Holiday Retirement, Attn: Human Capital Recruiting Dept – TC
PO Box 14111, Salem, OR 97309,
www.holidaytouch.com.
FAX (503) 586-0136
Experience with Microsoft Office
- Word
- Excel
- Power Point
- Publisher
Must be a well organized, self-starter with great communication skills.
Required education and/or work experience
- 1 year administrative assistant training AND 1 year experience as an administrative assistant OR
- 3+ years experience as an administrative assistant
Hours
- 16 hours per week
- 1:00pm – 5:00pm
- Monday, Tuesday, Thursday and Friday
Manage Customer Service Line operators Act as a supervisor for Companies main email account Handle and delegate requests from sister offices All filing and labeling of office documents Coordinate between Sales and Customer Service
Characteristics Desired:
Ability to work as part of a team or as an individual Take charge and lead a group Good command of verbal and written language
Experience with Microsoft Office
- Word
- Excel
- Power Point
- Publisher
Must be a well organized, self-starter with great communication skills.
Required education and/or work experience
- 1 year administrative assistant training AND 1 year experience as an administrative assistant OR
- 3+ years experience as an administrative assistant
Hours
- 16 hours per week
- 1:00pm – 5:00pm
- Monday, Tuesday, Thursday and Friday
Pay & Benefits
- $13.50 per hour
- Paid Monthly
Job will start January 18th, 2010
Qualified applicants can send their cover letter and resume to church.secretary@yahoo.com
Job Qualifications:
-Very organized
-Strong working knowledge of Microsoft Office programs
-Easily handles copiers, fax machines, multi-line phones, printers, etc.
-Strong written and verbal communication skills (will be communicating with students and company representatives in a professional manner)