Job Description

Summary

The Administrative Assistant / Office Specialist will report to Executive Assistant to the CEO, providing support with overflow administrative tasks, including office management, coordinating schedules, and managing the daily workflow and organization of the office, the CEO, and the executive team. Full-time responsibilities include ensuring the office runs smoothly, ordering supplies, gathering quotes, conducting research, managing mail, registering and greeting visitors, setting up meetings, coding corporate expenses, submitting expense reports, and maintaining logs of office equipment.

Essential Duties and Responsibilities include but are not limited to the following :

• Maintain the appearance and organization of the office, ensuring supplies and technology are readily available and working.
• Support daily office operations, including answering phones, receiving guests, and managing incoming and outgoing mail
• Track company expenses and prepare reports using Concur
• Assist with conferences, events, and meetings, including preparing materials, setting up conference rooms, and registering executives, as needed
• Maintain organized logs of office equipment and employee technology using Excel.
• Conduct research and present findings or recommendations in an organized manner.
• Assist EA in managing frequently changing schedules and communicating changes
• Run errands and handle random tasks, as needed
• Prepare travel itineraries, including flights, accommodations, and ground transportation
• Enhance and further develop systems to improve the efficiency and smooth operation of the office and the executives
• Screen and return telephone calls, deliver messages, and prepare and manage correspondence
• Provide general support to visitors and guests.
• Oversee third-party contracts and manage vendor relationships.
• Process company bulk mailings, as needed.
• Maintain and renew business licenses and office certificates.
• Review and streamline office policies and procedures to ensure compliance and cost efficiency.
• Manage updates to directories, employee documents, and internal postings on the intranet.
• Oversee building management communication and daily porter service (for restocking snacks, cleaning appliances, and general cleaning).
• Support the executive team with scheduling, travel arrangements, expense reports, and other priorities.
• Perform basic administrative tasks requiring software proficiency (e.g., Microsoft Office Suite, Concur).
• Personal administrative support and frequent errands, occasionally requiring vehicle use
• Enhance or develop internal/external communication systems.
• Fill in for CEO EA when needed
• Other duties, as assigned.

Competencies and Skills

• Exceptional written and verbal communication skills
• A proactive attitude with the ability to anticipate needs.
• Strong organizational and time management skills.
• No task “too small or big” approach
• Ability to keep a positive, professional, and friendly demeanor.
• Ability to maintain confidentiality and exercise discretion.
• Ability to meet changing priorities and deadlines.
• Excellent time management skills and ability to multi-task and prioritize.
• Ability to successfully manage tasks independently and manage expectations
• Strong attention to detail and problem-solving skills.
• Outstanding organizational and planning skills.
• Punctual and responsible.

Qualifications

• 2 – 5 years of experience as a personal assistant, executive assistant or office administrator required.
• Bachelor’s degree preferred.
• Technologically proficient in Microsoft Office Suite.
• Experience working with Concur expense reimbursement preferred.

Physical Requirements and Working Conditions

• Works in an office environment.
• Frequently sits for long periods of time.
• Frequently speaks, reads, writes, and uses a computer keyboard and telephone.
• Occasionally stands, walks, lifts, stoops, and bends.
• Occasionally lifts, carries, pushes, and pulls materials and objects up to 20 pounds or heavier, with assistance and/or the use of proper equipment.

Other Requirements

• Driving is required.
• Must have reliable transportation, a valid driver’s license, a clean driving record, and evidence of auto insurance, in addition to remaining insurable under company’s liability insurance policy.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

The compensation that will be offered to the successful candidate will depend upon a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and other relevant considerations.

EQUAL OPPORTUNITY EMPLOYER

Cityview is an equal opportunity employer to all, regardless of age, ancestry, color, disability, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding, and related medical conditions), and sexual orientation.

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