What are the responsibilities and job description for the Administrative Assistant position at Hewitt Oaks?
Specific Responsibilities
This role will include the following aspects, with even more as you grow into your role:
Your Personality - hyper organized, you love to get into the details and make things more efficient. (manage the minutia and the big picture) You understand and respect deadlines & timelines - you have a sense of urgency and ability to prioritize what is most important both for our team internally and our clients’ needs.
- Answer all incoming calls with warm, sincere, motivated service. When people call Hewitt Oaks and Southern Graces they know that they can speak with someone during normal business hours who will direct them to the information they need.
- Maintain a log of all incoming calls for the organization
- Responding to all voicemails the organization receives in a timely manner
- Take pride in being the person who is our constant front desk presence with a professional warm smile.
- Ensure that our event calendar is fully updated and synchronized with the company owner’s calendar.
- Must be able to receive and process all client inquiries. Understanding all aspects of our business and being able to articulate the services we offer to assess what potential clients need to be handed off to the Sales team.
- Equipped with a servant's heart - but energized by a challenge and keeping others organized.
- Work with a sense of urgency so as to be a Smart Steward of your time.
General Responsibilities
You are a make-it-happen kind of person that enjoys serving others and working with a small team to assist with incredible events. You are positive, hands on, & a go-getter.
- Have incredible organizational skills Being able to balance all of your duties in an efficient and organized way. Not shying away from juggling multiple tasks at once.
- “Open” the office each day using the Opening and Closing Checklist. Ensuring Gracie Ballroom is clean, organized, and client/site visit ready at all times. Offering a beverage to each client on arrival and preparing our client gifts as they leave. Every person who comes to meet with anyone on the Executive Leadership Team should receive a searcy (gift) as they leave.
- Maintain inventory of all office supplies
- Print labels for orders, gifts, etc. & cut / hole punch and tie on/ glue on as required by each project. You will coordinate with each individual Planner for guidance and direction pertaining to event print collateral production.
- Assist in the addressing of Save the date and Wedding invitation envelopes with Cricut.
- Merchandise processing- You will be responsible for processing all orders that come in through our website. This includes gift certificates, apparel, and food goods.
- Serve as the coordinator of all Gift Certificates & Coupons: issuing, recording, & redemption.
- Assist with BEO preparation to ensure BEOs are printed and distributed to the entire staff by the end of day on Tuesday.
- Assist with generalized Human Resource functions, to include-processing new employee paperwork, maintaining contact rosters, and providing the appropriate info to our Operations Director for the bookkeeping and insurance details.
Key Elements:
We are a rapidly growing organization in an extremely demanding industry and market, so your passion to be a part of that team is essential. Due to the size of our full time team, all employees are expected to help across all aspects of the company. The words, “that's not my job” will not be said here.
Organizer of organizers: Your organization skills are im-pres-sive! . It's just in your DNA. You are the one that was organizing pots & lids as a baby sitting on the floor. You see things others don't as your view often includes order, and processes which bring ease and joy to those who have to interact with them. Not in a militant way, but it simply brings you joy to help others live more organized...and seeing their joy.
You are in the ‘Deets’: You get the big picture yet do not get caught up in the brainstorming sessions….you likely prefer a spreadsheet to a white board with a brain dump. You have been called crazy because you are excited by the details and gain serious props for watching the details come together as if a well synchronized dance.
Figure It Out- Sharp cookie who is jazzed by a challenge- someone saying it can’t be done, is when your brain is switched on...to figure it out. What’s possible VS what’s not possible mindset. Let’s make it happen is your go-to, and you see the good way more than the bad in most things.
All-in- fully committed to your role as you are laser focused on what needs to be accomplished and why we all show up everyday. You are fired up by our mission and are dedicated to leaning in alongside the team to make it happen!
Plate-spinner extraordinaire- Manage multiple projects well and work well under pressure with quick deadlines.
Growth Mindset- You want to be a part of something that is bigger than yourself and you are going places! You want a career with purpose and seek ways to grow alongside the company. You have an encouraging heart and are energized by your favorite podcasts, books or new possibilities.
Independent Team Player- Sounds like a chameleon, we know! :) You are self-disciplined and get things done when working independently however you truly LOVE being part of a team that wants to turn both ordinary and extraordinary days into lavish experiences.
Salary : $37,000 - $39,000
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