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Administrative Assistant

  • VGM Forbin
  • Waterloo, IA
  • Full Time
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Job Description

As an Administrative Assistant with VGM Forbin, one will work under the direct supervision of the President of Forbin to coordinate and manage expenses and timecard approvals, as well as working with daily financial reports and spreadsheets. In addition to typing, filing and scheduling, the AA performs duties such as record keeping, answering phones, greeting visitors, coordination of meetings and conferences, obtaining supplies, and working on special projects. Also, an individual in this role answers non-routine correspondence and assembles highly confidential and sensitive information; one must deal with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize a diversified workload, recommend changes in office practices or procedures to create efficiencies and provide support to the leaders in Forbin when requested or recognized.

Responsibilities

These are the responsibilities expected of an applicant interested in this position.

Putting the needs of others first is deeply rooted in our culture and at the core of everything we do. In providing excellent service one will:

 

  • Assist the President in carrying out their day to day responsibilities
    • Daily check in to report on next activities/steps/calendar and to see what help is needed
    • Proactive approach to getting involved and supporting
  • Scheduling, gatekeeping and control over time
    • Assist President in managing his time and his calendar
    • Help to manage President calendar in Outlook. 
    • Gatekeeper of unannounced walk-in meetings
    • Coordinate and triage requests for meetings, considering who, what and why
    • Provide advance communication on all visitors and possible role of President in the visit. 
  • Documenting meetings
    • Attend various meetings at request of executives to provide documentation of meeting. 
    • Purpose of documentation is to communicate to others in and not in meeting what was discussed and decided
    • Second reason to be in meeting and document is to facilitate follow-up, either by you or by others with your prompting
    • Work with President and other leaders on special projects as needed.  Must be able to coordinate with others across the company to complete projects and communicate during and after projects.
  • Travel
    • Arrange and book travel, including airline flights, hotel and rental cars
    • Review and assess options in travel, costs, and time requirements in a manner that optimizes all criteria. 
  • Organizing and maintaining files
    • Maintain files on various topics and projects, allowing for retention of past and key documentation on various topical matters. 
    • Coordinate files and maintenance of data
  • Communications
    • Support President in communication and outreach efforts.
    • Preparing confidential reports and correspondence, scheduling projects, and setting deadlines/completing dates.
  • Administrative duties
    • Accounts receivable and soft collections
    • Assist other leaders in Forbin as needed
    • Answer phones as needed
    • Greet customers as needed
    • Complete expense reports
    • Ensure that all items are invoiced and paid on time
    • Manage contract and price negotiations with office vendors, service providers and office lease
    • Manage office G&A budget, ensure accurate and timely reporting
    • Mailing
    • Supplies
    • Equipment
    • Bills
    • Errands
    • Shopping
    • Attend meetings, take detailed notes, and distribute accordingly
    • Perform other routine administrative tasks as assigned

Qualifications

Applicants are expected to meet these qualifications to be considered for this position.

High School diploma required; 1-2 years of administrative experience and/or Business or Accounting background preferred.

 

  • MS Excel, Word, Outlook, and Power Point proficiency to produce professional documents.
  • General mathematics to sufficiently process account and transaction information.
  • A highly adaptable attitude with the ability to change direction quickly.
  • Excellent organizational skills with high attention to detail.
  • Proactive and self-motivated with an ability to take direction in a very fast paced environment with a calm service-oriented demeanor, pleasant & business-appropriate communication
  • Professional appearance and demeanor that inspires confidence and trust.
  • Work ethically and with integrity, including maintaining client and firm confidentiality.
  • Professional, service-oriented attitude with calm, pleasant and business-appropriate phone manners.
  • Strong verbal communication skills to communicate ideas and thoughts in a clear, professional manner.
  • Ability to work independently and learn quickly as well as work collaboratively within a team environment. "Team Player" mindset and doing whatever is needed, big or small.
  • Willingness to learn and succeed!

Find out more about VGM Forbin at forbin.com

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