The Administrative Assistant/Receptionist is responsible for overall front office activities, including the reception area, mail, purchasing, facilities and offsite storage. Serves as administrative assistant.
Essential Duties and Responsibilities
The primary duties and responsibilities of this position include, but are not limited to the following:
Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image. Keeps the reception workstation and area neat and organized.
Screens incoming calls and correspondences, and responds to requests independently when appropriate.
Greets visitors, escorts them to meeting rooms, and notifies internal parties of visitor arrival.
Sorts and distributes incoming packages, mail and general email box and forwards to appropriate staff members. Prepares packages and mail for delivery.
Handles office supplies procurement, inventory and contract maintenance.
Maintains the inventories of office, break-room supplies, annual meeting trunks, and submits orders to vendors when appropriate and in accordance with budgetary restrictions. In conjunction with Accounting Manager, negotiates with vendors for purchase, lease and maintenance of office equipment.
Supervises maintenance of office equipment, including copier, fax machine, etc. Create and maintain SOPs to distribute and assist in training new staff.
Responsible for the facilities day-to-day operations such as assigning building access keys via building management’s work order system and arranging for special office cleaning needs.
Liaison to property management and building engineers. Communicates any problems arising from cleanliness, comfort, safety, or security of leased space. Arranges for and submits work order requests to building management inclusive of lower-level conference room rental.
Coordinates food and beverage orders and delivery for in-office meetings and staff events.
Handles offsite storage, tracks inventory, arranges for delivery/pick-up as required.
Performs general administrative functions, including word processing, mail merges, creates spreadsheets, formats reports, creates forms, photocopying, and arranges conference calls.
Arranges ground transportation, amenities and reservations as directed.
Provides other administrative assistance with various departments as assigned.
Assists with call campaigns as needed. Conducts research as required.
Education, Knowledge, Skills and Abilities
One to two years’ experience as a receptionist and general office required.
Associates/Bachelor’s degree preferred.
Strong computer and typing skills required, including expertise with Microsoft suite of software: Outlook, Word, and Excel.
Proficient in use of internet.
Sophisticated telephone presence and skills vital.
Professional and pleasant demeanor essential.
Work with minimal supervision and exercise independent judgement and tact.
Excellent writing, grammatical, and proofreading skills required.
Strong interpersonal and oral communication skills required.
Superior organizational skills with demonstrated ability to complete multiple tasks within deadlines. Meticulous attention to detail required.
Willingness to gladly offer assistance in other departments as requested, flexible and self-initiating approach to taking on other responsibilities and finding additional ways to contribute.
Reliability and adaptability is key.
About Congress of Neurological Surgeons
The Congress of Neurological Surgeons exists to enhance health and improve lives worldwide through the advancement of education and scientific exchange. With its volunteers and staff of professionals, the CNS serves over 9,400 domestic and international members. The CNS offers a generous holiday/time off policy as well as health, vision and dental coverage, ST/LT/Life, EAP, and 401(k) benefits.