OPEN OPPORTUNITIES

Administrative/Executive Assistant

Join our growing and collaborative creative team in Marietta Square that rewards a job well done! id8 is looking for an administrative/executive assistant with hospitality-level customer service to everyone coming into the office. You will be handling incoming phone calls and other communications, greeting clients and visitors, as well as managing files, updating documents, and performing other general office duties and errands for id8.

In order for you to be selected as a candidate, you must have excellent and concise communication skills and be proficient with Microsoft Office and Google Suite.

We are looking for either two part-time employees working 20-25 hours per week. Or one full-time employee working 40 hours per week.

Executive Admin

  • Schedule meetings on behalf of the president
  • Professional communications to partners and clients on behalf of president
  • Manage gifts and letter correspondence with clients
  • Attend community networking group meetings and support ongoing brand awareness building of id8, when president is unavailable

Reporting: Production, Google Drive, Financial

  • Responsible for ongoing Excel reporting: sales, referrals, invoicing
  • Set up and help with hybrid meetings, including setting up Zoom, connecting various computers for presentations, and preparing Zoom Rooms.
  • File, organize and retrieve corporate documents, records and reports.
  • Assist Accounting with check deposits as requested; this includes Executive review of checks, copying received documents/checks, endorsing with id8 stamp, completing deposit slip, depositing at bank.

Administration/Customer Service

  • Hospitality-level customer service to everyone coming to visit the office
  • 8:30 a.m. – 5:00 p.m., and responsible for managing coverage of phones and greeting visitors.
  • Communicate with landlord and handle technical issues with vendors/partners for the phone, printers, computers, and internet, while keeping the id8 team up-to-date.
  • Manage offices, common areas and conference room spaces to determine availability and preparation required for meetings.
  • Open, sort, and distribute incoming mail
  • Tidy offices and common areas before client arrival - this may include cleaning off table, wiping down white boards, vacuum, restocking snacks and drinks, taking out the trash, and sweeping floors.
  • Maintain inventory of office supplies.
  • Schedule and deliver meals for meetings and all-day creative events
  • Complete server backups three times per week.

Communication Liaison

  • Write, prepare and share reports, emails and other documents, using Google Drive, Outlook, Word, PowerPoint, and Excel. Complete Word and PowerPoint documents.
  • Help onboard new employees by providing necessary information prior to their start date, assembling welcome box, verifying email set up, etc.

Creative/Project Assistance

  • Pick up prints at various vendor locations and courier projects to client specified locations.

Special Projects

  • Support and help with social events planning and implementation
  • Greetings, appreciation and gifting correspondence for clients and employees
  • Organize and schedule meetings and events
  • Additional special projects as needed

Knowledge

  • Google Suite: Gmail, Calendar, Drive
  • Zoom
  • Microsoft Office Suite (Outlook, Excel, PowerPoint, Word)
  • Proficient on a Mac
  • Monday.com

Skills

  • Professional communication (sensitive, effective): verbal and written
  • Great customer service & phone skills
  • Organized and methodical
  • Business writing skills: professional, free of errors
  • Prioritization
  • Follows direction
  • Project management
  • Can lift up to 35 lbs
  • Flexible
  • Problem solving—quick and critical thinker
  • Economical and smart shopper

Experience

  • 4+ years administration role
  • Managing confidential information
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