Office Assistant / Receptionist (Part Time)

Key Function:  Provide direct assistance to the Administrative Office
Manager/Executive Assistant for our Waltham, MA office.

Duties include, but are not limited to:

General Office:

Answer all telephone lines – includes main and direct dial lines. Answer door and receive office visitors in the lobby – includes hanging up coats, and providing beverage of choice as requested. Transmit, receive, copy, and distribute all faxes. Keep all printers, copiers, and faxes maintained at all times.  This includes maintaining efficient stock of supplies, keeping all paper trays full, and report functional issues immediately. Assist with the general maintenance of office so as to insure that we sustain a professional/tidy work environment – this includes turning on all lights, printers, and copier, replace old papers with recent delivery, pick up forgotten paperwork, dirty dishes, miscellaneous trash, etc. Kitchen Duties:  Re-stocking of refrigerator, running the dishwasher and putting away the clean dishes, re-stocking supplies (sugar, stir sticks, snacks, beverages, etc.) and general tidying up/maintenance. Assist with preparation/organization of all in-house meetings, breakfasts, luncheons, etc. – this includes providing whatever assistance is required to conduct meeting (copy/distribution of materials, set up overhead projector, scheduling of conference rooms, order/delivery of meals, faxes, etc.) Provide assistance to Professional/Executive staff as needed. Handle miscellaneous preparation of letters, forms, general correspondence, etc. as needed. Make copies (physical and electronic) and distribute as requested. Pick up mail daily, date stamp, sort and distribute to individual mailboxes. Print, copy, and distribute weekly/monthly publications. Maintain contact lists and databases for administrative/executive staff as needed.  This includes keeping employee roster and all phone lists current. Assist with the preparation of weekly staff meeting – this includes printing calendars, printing required reports from corporate contact database, making/distribution of necessary copies, ordering/serving lunch for staff, etc.

Database (CRM):

CRM (Corporate Database) – general input/updates for contacts and relationships as requested. 

Filing:

Responsible for correctly filing all materials as needed/requested. Maintain and organize the office’s physical and electronic file rooms and logs.

Correspondence:

Daily preparation of all outgoing correspondence and deliverance to appropriate locations prior to leaving for the day – includes USPS, FedEx, UPS, Airborne, DHL, etc. Log in all packages received (USPS, FedEx, UPS, Airborne, DHL, etc.) and distribute to appropriate individual.

Miscellaneous:

Provide general assistance for any miscellaneous projects that come up as required/requested.

Related Experience:Proficient computer skills:  Microsoft office programs (Word, Excel, & PowerPoint) e-mail and Internet Working knowledge of standard office equipment Strong verbal and written communication skills Good organizational and follow-up skills Punctual and professional

Formal Training and Education:2+ years experience as a receptionist and/or office assistant High School Diploma required