Receptionist / Administrative Assistant

The Receptionist / Admin will join True's great culture with some office management or administrative assistance experience and a positive attitude, strong drive to succeed, and a keen focus on customer service.

Responsibilities:

• Greet all clients, guests, employees, and vendors in a warm and welcoming manner when representing the reception area.

• Receive and direct outside guests while maintaining the guest portal.

• Answer and direct internal and external phone calls to the appropriate point of contact.

• Help manage and maintain all meeting room calendars; prioritize and schedule all incoming meeting and appointment requests.

• Help schedule and organize and accept meeting room requests through Outlook. Verify approval from EC team for external client requests.

• Manage and maintain a master event calendar for the executive team.

• Assist with all internal Team events, including:

• Event planning (ordering food, décor, supplies as needed)

• Event setup/take-down

• Invitation/ guest list management

• Assist with Giving Initiatives

• Planning of charitable giving events, organizing collection drives, coordination with points of contact at different charitable organizations, etc.

• Manage incoming and outgoing mail/packages. Deliver mail to appropriate person.

• Create desk name tags for new employees.

• Coordinate with employees on temporary work spaces and storage.

• Escalate all facilities issues or concerns to appropriate True contact to ensure building maintenance receives the maintenance work order.

• Help organize and restock items upon delivery and keep office space organized and clean, to include:

• Empty dishwasher in mornings and load at end of day.

• Tidy up meeting rooms in mornings and throughout the day after each meeting.

• Clean kitchen tables, countertops, and microwaves throughout the day.

• Clean out kitchen refrigerators on Friday evenings.

• Stock women's restroom toiletries.

• Organizing storage cabinets of office supplies for employee use.

• On weekly basis, help take inventory of refreshments, kitchen supplies, and office supplies for multiple office locations and keep track of orders in spreadsheet to manage order costs.

• Assist remote facilities in Lombard, Tampa, Memphis, Tempe, etc. with maintenance requests as necessary.

• Manage and maintain a master list of all facility work requests to ensure visibility and completion.

• Maintain a positive working relationship with True's preferred vendors (Garvey's, Costco, Chicagoland, Phillips, etc.).

• Assist in the ordering, set-up and clean-up of food orders within the office for internal employees and client meetings/events.

• Help maintain weekly staff meeting agendas, including tracking data and making daily updates to checklists.

• Assist in running True's Recognition Program by maintaining accurate records, communicating with team members and True Leadership.

• Assist in running True's new member Welcome Kit Program through assembly, tracking and mailing to new team members.

• Translate and create content from True's newsletter and announcement requests into easy readable content for Yodek.

• Participate as needed in special department projects.

• Taking notes for in house meetings as requested.

• Provide in person support for contract employees.

Qualifications:

• Bachelor's Degree preferred

• Strong organizational abilities necessary, ability to multitask

• 1 - 2 years of administrative support experience preferred

• Strong computer literacy with Microsoft Office - Word, Excel, PowerPoint

• Able to work effectively within a team environment

• A great personality

• A solid work ethic, with a good track record of setting and maintaining high professional and personal standards

• Exceptional attention to detail

• Excellent verbal and written communication skills; the confidence in yourself to communicate effectively

Please, local candidates only. Thanks for checking us out, and feel free to drop us a line with your resume highlighting why this position sounds like a great match for you!