Office Manager at HEIMPLANET with a focus on preparatory accounting. Role includes financial management, sales support, and process optimization in a hybrid work environment.
About the role
- Administrative Assistant supporting the Development Department at UNCF. Handling daily office management, scheduling, and correspondence in a hybrid work environment.
Responsibilities
- Functions as the office manager in charge of ordering supplies, maintaining inventory, requesting equipment maintenance and repair, and other day-to-day operations
- Prepares and maintains schedule of solicitations
- Processes and records contributions by donor and by the size of the contribution
- Updates and manages an accurate, neat, orderly, electronic filing system from which files can be easily retrieved by all staff; updates and records on an ongoing basis
- Checks records, forms and reports for completeness, accuracy of content, proper endorsement and conformance to policies/procedures; corrects minor discrepancies and errors independently and brings to the attention of appropriate management
- Prepares and handles routine correspondence, including confidential matters, and treats appropriately
- Answers the phone by the third ring and screens and directs incoming calls to appropriate personnel, preparing clear and accurate messages if not available
- Greets and receives visitors and guides to appropriate area or person
- Coordinates appointments and assists in managing schedules and conference calls
- Arranges meetings, prepares agendas and/or other materials, including the mailing of notices and materials; reserves and prepares facilities, and records and transcribes minutes of meetings as needed
- Receives, opens, dates, processes and distributes incoming correspondence to department staff; coordinates outgoing mailing, receives, and processes responses as needed
- Creates mail merges for mass mailings, types, edits, proofreads and formats documents, spreadsheets, presentations, forms, reports, policies and procedures, and administrative material with a high degree of speed and accuracy
- Assists in maintaining donor records and tracking outreach
- Assists with proposal submissions, donor campaign mailings and materials, and contact lists
- Proofreads reports, presentation materials, and business letters including labels and envelopes for grammar, punctuation, and spelling errors
- Prepares e-mails, faxes, e-blasts, routine correspondence and periodic reports on the basis of general instructions
- Obtains necessary signatures/approvals for outgoing communications, and assures the transmittal of accurate data and information both internally and externally
- Designs and creates new documents in accordance with requests and policies for appropriate review
- Suggests new procedures to improve operating efficiency
- Maintains and updates contact files
- Arranges and confirms staff travel including accommodations, travel, and car rentals
- Supports and serves as a liaison to other offices/functions as necessary; is cross-trained in other functions
- Coordinates the acknowledgement process
- Prepares invoices and expense reports for approval and payment
- Participates in routine department and staff meetings
- Performs special projects and assignments and support staff as directed by management
- Maintains an appropriate, professional appearance, and keeps a neat and clean working station at all times; displays tact and a positive, courteous demeanor at all times, which is critical to successfully interacting with high profile corporations and representing the organization
- Tailors’ communication style to the listener; conducts self in a mature, respectful and pleasant manner, and acts in accordance with all organizational policies, and federal and state regulations
- Performs other duties as requested.
Requirements
- High school diploma required; college experience strongly desired
- 3-5 years administrative assistance/secretarial experience is required
- Knowledge of O365 with intermediate to advanced knowledge in Word and Excel
- Must be proficient in mail merges and correcting source or cell errors
- Must be proficient in the manipulation of Excel formulas
- Excellent phone etiquette; strong organizational, interpersonal and listening skills
- Ability to work under pressure, in a fast paced, deadline-oriented environment, with a high level of professionalism and confidentiality
- Must have experience with complex scheduling and calendar management
- Must have the ability to prioritize and manage multiple projects simultaneously and complete them in a timely manner
- Must display initiative and the ability to work well independently and demonstrate exceptional customer service skills
- Must be a self-starter, cooperative, and work well in a group.
Benefits
- Medical, Dental & Vision
- Vacation, Sick & Personal Leave
- Life Insurance (Basic & Optional)
- Flex Spending Accounts
- 403(b) Retirement Account
- Holiday Savings Plan
- Annual Success Sharing
Job title
Job type
Experience level
Salary
Degree requirement
Location requirements
Administrative Specialist providing high - level operational support to the General Counsel at Labcorp in a hybrid role. Focused on managing schedules and legal department operations.
Office Manager ensuring smooth office operations and administrative support at Rud. Otto Meyer Technik in Hamburg. Organizing meetings, travel, and communication with internal and external parties.
Legal Administrative Assistant providing administrative and case support coordinating Examinations Under Oath at Allstate. Must reside in the greater Miami area with a focus on managing case records and scheduling.
Service Administrator handling administrative and scheduling tasks for the Service Department at OWL Services. Ensuring compliance and efficient coordination among technicians and dispatch.
Office Administrative Assistant at Kamatics providing support across Sales, Engineering, HR, and executive leadership. Managing front desk operations and ensuring smooth daily office functions.
Assist Personal Trust Administrators in preparing reports and managing client communications while ensuring organizational effectiveness within BancFirst.
Verwaltungsmitarbeiter providing administrative support and customer management for seminars. Engaging with clients and organizing training events in Düsseldorf, Germany.
Administrative Assistant providing administrative support to residence halls at University Housing and Dining. Managing front desk operations and engaging with students, parents, and professional staff.
Billing Specialist at Lewis Services managing customer invoices and ensuring billing accuracy. Collaborating with teams to resolve billing issues and improve operations.