Administrative Assistant

About JobsOhio

JobsOhio is a private, nonprofit corporation designed to drive job creation and new capital investment in Ohio through business attraction, retention, and expansion efforts. Economic development is about creating a place where companies can thrive, and individuals can enjoy a higher standard of living.JobsOhio plays a leading role in economic development and serves as a catalyst to accelerate growth by investing in communities, helping Ohio's businesses expand and attracting new companies to the state - all contributing to job creation, greater payrolls and more investment.

Summary of Position

The Administrative Assistant provides multi-faceted administrative support to assist the organization's executive staff to work more efficiently and effectively. This role, will work as part of the Office/Admin team, utilizing a work management system (Microsoft Planner). Frequent interactions will occur with both internal and external stakeholders and superior customer service skills will be pivotal to success in this position. They manage tight deadlines in a fast-paced environment.

Duties and Responsibilities

• Handles incoming requests and confidential matters in a timely and in a discretionary manner with diplomacy and professionalism.These tasks will be assigned via the work management platform.Tasks will include, but not limited to:

• Time Management Support:
• Schedules, coordinates, and updates meeting invitations, appointments, and events within Outlook, ensuring entries have all the pertinent details, agendas, addresses, directions, meeting links, etc. and resolves and/or communicates scheduling conflicts. Follow up as needed.
• Provides physical support for in-person meetings as needed (e.g., setting refreshments, coordinating catering, registering guests and vendors, and greeting guests).
• Assists with presentations (booking and checking rooms, assembling materials, nametags, name tents, notebooks etc., resetting room at end of meeting or delegating this responsibility.)
• Supports conferences and offsite meetings by registering and sending communications to delegates, ordering materials (brochures, giveaways, etc.) and making business meal reservations.
• Review and extend recurring meetings and set up new yearly meeting series for some JobsOhio teams
• Coordinates both domestic and international travel plans with input from individual executives utilizing JobsOhio's systems and resources. In coordinating travel plans, ensures JobsOhio's Allowable Travel and Business Cost policy is followed and limits are not exceeded without obtaining appropriate approvals.

Finance Support

• Supports the accounting process by acquiring W-2 and Vendor Information forms, receiving NPA and SOW numbers from Legal and requesting Purchase Orders for executives as requested. Receiving and forwarding the Purchase Orders to vendors (the purchase order and invoices will then be approved by the Managing Director).
• Assists with processing and submitting corporate monthly expense reports as requested by Managing Directors. Processes mileage as requested utilizing the Outlook calendar for personal reimbursement.

Misc. Support

• Updates Salesforce with contacts, events, and client information.
• Orders Business Cards upon request.
• Shipping materials via Fed Ex and UPS.
• Provides in-person office support, may include but not limited to sorting mail, refreshing office and kitchen supplies, and front desk coverage.

Requirements

• Experience in an administrative role
• Strong communications skills (listening, writing, and speaking).
• Attention to detail and proactive with analytical and communication skills.
• Ability to adapt to changing priorities.
• Capable of independent and strategic thinking
• Flexible and a quick learner
• Experience with Microsoft Office (Word, Excel, PowerPoint, and Outlook)
• Experience with a work management system, like Microsoft Planner preferred.
• Experience with managing multiple tasks.
• Confident in learning multiple software programs.
• Highly ethical and the ability to maintain strict confidentiality.
• Able to lift up to 30 lbs.

JobsOhio is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, ancestry, familial status, or veteran status.

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