Instaclick raising the bar in web development

Summary:

Receptionist / Personal Administrative Assistant

We are a fast-paced web development company that is experiencing rapid growth. We are seeking a Receptionist/Personal Assistant to join our company. Reporting directly to the HR Manager, this role is responsible for reception duties, providing administrative support to the Senior Executives, running errands outside of the office and the day-to-day operation of the office. The ideal candidate should possess general office knowledge including but not limited to, office software and equipment.

Responsibilities:

  • Maintain reception desk presence to greet visitors and answer incoming calls.
  • Greet visitors and callers with a friendly and positive attitude and be an ambassador for the company.
  • Answer and route phone calls utilizing multi-line phone systems.
  • Process incoming and outgoing mail immediately.
  • Schedule and record meetings for conference rooms.
  • Provide administrative support to the Senior Executives and other staffs.
  • Oversee current office supply inventory, order new inventory within budget; assist employees with office supply needs.
  • Maintain cleanliness and favorable appearance of lobby, break room, and conference rooms.
  • Provide administrative support to the Senior Executives.
  • Running errands outside of the office with your own vehicle (shopping, getting breakfast/lunches and coffee for the executives etc.)
  • Assist in planning office events and functions (tradeshows, company meetings/parties etc).
  • Book appointments, meetings, and travel plans for staffs and guests.
  • Prepare correspondence, including photocopying, faxing, mailing, delivery and filing.
  • Assist office staff to resolve office-related issues.
  • Perform additional functions as required or as assumed on personal initiative.
  • Contribute to overall team efforts.
  • Other duties as assigned by the HR Manager and Senior Executives.

Technical Expectations:

  • Possess intermediate Microsoft Office skillsĀ  (Word, Excel)
  • Computer and Internet savvy

Skills Requirements:

  • Must be extremely customer-focused; must have a friendly demeanor and the ability to make a good impression both in person and over the phone.
  • 2+ years experience in an administrative, reception, or customer service role.
  • Must own a vehicle to run errands and possess a valid full G license
  • Willing to handle stress and run errands on short notice
  • Ability to multitask and adapt to change
  • Ability to prioritize responsibilities and prioritize based on urgency
  • Willing to take the initiatives and give reminders
  • Ability to work with confidential information
  • Strong communication skills (both written and verbal) and organizational skills
  • Occasionally, may be required to work after hours and/or on weekends

careers@instaclick.com

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