Administrative Assistant

Administrative Assistant

Southwestern Consulting

2451 Atrium Way
Nashville, TN 37214

info@southwesternconsulting.com
615-391-2834
Website

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JOB SUMMARY:

The Administrative Assistant facilitates efficient operation of the assigned department by performing a variety of clerical and administrative tasks.  This position follows established procedures to perform routine tasks and receives general guidance and direction to perform a variety of non-routine tasks with increasing decision-making responsibility.  The Administrative Assistant reports to the Senior Partner and provides excellent service to team members and customers while demonstrating the company values and supporting the mission.

JOB DUTIES AND RESPONSIBILITIES:     

  • Schedule, reschedule, and track executive level coaching, numerous team members
  • Responsible for customer service calls, prospecting meetings, and candidate interviews
  • Review and respond to email; coordinate what is needed to resolve issues or concerns
  • Compose and distribute professional correspondence including emails, letters, and other communications
  • Proactively establish and maintain highly organized filing system; file correspondence and other records
  • Coordinate calendars and schedule and confirm appointments, ensure all parties are informed of and kept abreast of schedules
  • Coordinate travel to include flights, rental cars, hotels, and enter onto calendar and send information to affected parties
  • Assist with tracking the progress of recruited candidates
  • Onboard and offboard new and Coach in Transition (CIT) team members
  • Coordinate group activity for sales team members
  • Enter in new clients sold, assist  with tracking of sold clients, and create and update clients sold trackers
  • Prepare coaching client, team member and customer service call notes
  • Prepare expense reports
  • Assist in development and implementation of department systems and procedures as needed
  • Plan, prioritize and organize workload to ensure deadlines are met
  • Act as liaison between other departments and outside contacts and agencies
  • Answer and screen telephone calls in a professional and timely manner; take accurate messages with a high degree of professionalism and courtesy; arrange conference calls
  • Welcome and direct visitors and clients
  • Maintain office supplies and coordinate maintenance of office equipment
  • Distribute daily internal and external mail and overnight packages
  • Coordinate meetings including but not limited to preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes
  • Perform other duties as assigned

REQUIRED QUALIFICATIONS:

  • Associate’s degree required; Bachelor’s degree in related field preferred
  • Three years of experience in an administrative role
  • Proficient in Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, OneNote
  • Proficient using Zoom
  • Ability to work on multiple projects simultaneously while accomplishing daily tasks
  • Effective oral and written communication skills and excellent interpersonal skills
  • Extremely detail-oriented, critical thinker and problem-solving skills
  • High standards for integrity, honesty, professionalism, and work ethic
  • Commitment to service excellence
  • Ability to stay focused in a work setting with a moderate noise level
  • Dependable
  • Passionate about helping others succeed
  • Excitement for being part of a dynamic team that is building the highest quality sales performance consulting firm and sales leadership coaching program in the country
  • Ability to work independently while demonstrating excellent organization and follow through
  • Demonstrate flexible and efficient time management and ability to prioritize workload
  • Ability and willingness to move with purpose and a strong sense of urgency
  • Self-motivated, positive, and enthusiastic
  • Self- starter with a strong desire to exceed expectations and capable of supporting a team
  • Maintain confidentiality discretion
  • Ability to effectively work in collaboration with others to achieve business objectives
  • Willing to grow and be challenged
  • Handle a very fast paced environment and multi-task
  • Attend training as requested/deemed necessary

 PHYSICAL DEMANDS:

  • Ability to work in a traditional professional office setting
  • Prolonged periods of sitting at a desk and working on a computer
  • Advanced computer skills and ability to effectively operate computer equipment, software systems and databases
  • Work schedule may vary and is determined by project schedules
  • Ability to efficiently operate all job-related office equipment
  • Ability to communicate via telephone, computer and work in virtual teams
  • Must be able to lift up to 15 pounds at a time

 The specific statements shown in each section of this description are not intended to be all-inclusive.  They represent typical elements and criteria necessary to successfully perform this position.

 Employees must conduct business in accordance with applicable laws, regulations, professional standards and ethical standards and report potential compliance or ethical issues to a manager or the Human Resources Department.

Southwestern Family of Companies affirms our commitment to make reasonable accommodation for employees with disabilities, unless the accommodation would impose an undue hardship on the operation of our business. Please see the Human Resources Department for additional information.

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