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Newport Beach

    Administrative Assistant - Newport Beach, United States - Gateway Group

    Gateway Group
    Gateway Group Newport Beach, United States

    1 week ago

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    Description

    Job Description

    Job DescriptionSalary: $20-$23 DOE

    Position Overview

    An Administrative Assistant at Gateway handles reception duties and provides administrative support to company operations. This part-time role supports the Operations Manager to ensure smooth the smooth execution of company activities and events.

    Responsibilities

    Reception

    • Operate a multi-line telephone console to answer and direct incoming calls. Obtain caller's contact information and forward call to appropriate party. Take and relay messages, as necessary.
    • Provide information and assistance to clients and callers in a friendly and courteous manner.
    • Receive visitors at the front door, greeting, directing, and announcing them appropriately.
    • Update and maintain databases such as mailing lists, contact lists, and client information. (Includes Hubspot and other information systems.)
    • Update and maintain internal staff contact lists.
    • Maintain reception and common areas in a safe and tidy manner.
    • Assist with conference room reservations and set up of meetings.

    Operations Support

    • Support operations by completing projects and tasks delegated by the Operations Manager.
    • Assist in annual Gateway conference planning and execution including invitations, registration, meeting schedules, presentation schedules, sponsorships, etc.
    • Travel to annual Gateway conference and company events as needed.
    • Assist with inventory and stock office supplies and beverages. Order specialty items upon request.
    • Fax, scan, and copy documents for Directors.
    • Coordinate office lunch orders as needed.
    • Assist Operations Manager with planning and coordination of company events.
    • Print presentations, pitch books, and other documents.
    • Maintain TPX phones and Cox cable setup.
    • Assist with data entry and other administrative tasks.

    Qualifications

    • Consistently friendly disposition and pleasant demeanor with tact, patience, and courtesy.
    • Strong and effective verbal, written, and interpersonal communication skills.
    • Basic computer proficiency (Microsoft Office Suite).
    • Ability to handle sensitive information in a confidential manner.
    • Prior experience as an administrative assistant/receptionist is a plus, but not required.
    • Availability to work Monday through Friday from 8:30am to 1:30pm. In addition, flexibility to work extended hours for special events such as the annual Gateway conference.
    • Role does not include or require driving.
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