Administrative Assistant

Administrative Assistant & Receptionist

Infinite Possibilities

About Us

At Infinite Possibilities we are all about the family. Our focus is on supporting families in addressing all their mental health needs. We aim to provide “Whole Family Therapy” which includes couples and individual therapy for adults as well as individual and guardian involved services for children or adolescents in the family. We can also work across generations, with extended family members, or chosen family and friends in order to help everyone communicate better and cultivate healthy relationships. This “Whole Family Therapy” approach brings together the entire family for therapy to address issues that can cause anxiety, depression, and disconnection.

Our primary goal is to help families and individuals actualize their best lives within their important relationships.

In addition to providing therapy services to families and individuals, we provide clinical training to master’s level therapists to help them grow their skills in working with all parts of a family through internship and supervision, as well as supervisory training for licensed therapists to become certified supervisors. We also help licensed associate therapists start or grow their own private practice.

About the job

As the Administrative Assistant, you will report to the company owner and be responsible for delivering efficient secretarial and administrative support in a well-organized and timely manner. This role involves working closely with executives, handling various tasks to streamline their work and communications. As an individual contributor, you will provide personalized assistance, ensuring smooth operations and effective communication.

Your responsibilities will range from managing schedules and correspondence to organizing meetings and maintaining confidentiality.

We require someone who is proactive, detail-oriented, and possesses exceptional organizational and communication skills.

Also making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment.

As the receptionist, you are responsible for greeting and welcome visitors in a professional and friendly manner and directing them to the right location. Answer and direct phone calls, take messages, and provide information to callers.

Responsibilities:

• Organize and schedule appointments
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Act as the point of contact between the executives and internal/external clients
• Handle requests and queries appropriately
• Maintain diary, arrange meetings and appointments and provide reminders
• Make travel arrangements
• Take dictation and minutes and accurately enter data
• Produce reports, presentations and briefs
• Develop and carry out an efficient documentation and filing system
• Greet and welcome visitors in a professional and friendly manner
• Answer and direct phone calls, take messages, and provide information to callers
• Manage incoming and outgoing mail and packages
• Assist with office management duties, including ordering supplies and maintaining inventory
• Provide general support to visitors, clients, and staff members

Qualifications:

• Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an administrative assistant or Secretary will be a plus
• Up-to-date with advancements in office gadgets and applications
• Ability to multitask and prioritize daily workload
• Discretion and confidentiality
• High School degree; additional qualification as personal assistant would be considered an advantage

Featured benefits:

• Pay up to $200/mo. towards health insurance
• 6 paid holidays per year
• 40 hours of PTO awarded after 90 days

Job Type: Full-time

Pay: $18.94 - $22.81 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $19 - $23