Overview
Office Administrator Jobs in Scottsdale, AZ at Western Sky Helicopters
The Administrative Assistant plays a crucial role in ensuring a positive and professional initial impression and overall experience for everyone engaging with the company. Their vital responsibilities include addressing daily client inquiries, collecting relevant information from clients ahead of calls and consultations, accompanying the CEO in initial meetings and diligently documenting discussions. Additionally, they oversee office supplies and maintain the office/showroom’s appearance, handle the CEO’s email communications, schedule and organize team meetings, collaborate closely with the design team to anticipate upcoming client events, manage and coordinate the firm’s calendars (especially the CEO’s), remind the team of upcoming appointments, and act as a gatekeeper for staff during work hours. The Administrative Assistant may also run various personal and professional errands for the staff as needed. We are looking for a proactive and resourceful Administrative Assistant to provide comprehensive support to our team. The ideal candidate will be a key player in maintaining a positive and professional atmosphere within the company and will play a pivotal role in ensuring the efficient operation of day-to-day activities.
KEY PREFORMANCE INDICATORS
Exceptional Written and Verbal Communication Skills
Provide exceptional customer service to internal and external constituents
Respond to all phone calls, emails, and requests within 24 hours
Execute administrative work and projects in accurate, timely, efficient, and professional manner
Work in a positive, professional, team-oriented manner with integrity and respect for all clients and staff
ESSENTIAL JOB FUNCTIONS AND KEY TASKS
The following statements are intended to describe the general nature and level of work. Other duties may be assigned at any time.
1. CEO SUPPORT:
Big picture support; help manage responsibilities to contribute to efficient CEO productivity and contribute to work/life balance
Act as the primary point of contact between the CEO and clients/vendors/trades.
Manage the CEO’s business and personal calendar, schedule appointments, and coordinate meetings, give reminders of upcoming meetings, ensuring efficient use of time.
Receive and organize new inquiries and file appropriately in software.
Prepare new inquiry for Discovery Call and follow up until all information is gathered.
Prepare and organize materials and travel for meetings, conferences, and presentations.
Maintain accurate records, files, and databases, ensuring confidentiality and security of sensitive information.
Screen and prioritize emails, phone calls, and other communications for the CEO.
Travel to all consultations with the CEO, take notes and prepare client proposals.
Draft, review, and edit professional correspondence, reports, and documents on behalf of the CEO.
Book travel arrangements for CEO
2. TEAM SUPPORT:
Live the firm’s core values
Provide administrative support to other staff members as needed, including scheduling meetings, arranging travel, and assisting with document preparation.
Maintain and update firm and team calendars
Schedule, oversee and coordinate meetings, consultations and conference calls.
Proactively resolve meeting conflicts, reserve meeting rooms, and coordinate supplies and refreshments as needed
Identify and prepare meeting materials needed prior to all meetings; provide information to appropriate parties in advance
Serve as a liaison between the SLB team and internal/external clients/vendors/trades, conveying messages and requests accurately and promptly.
Take initiative to offer help to team members when time permits to contribute to the team’s high level of teamwork and effectiveness
3. OFFICE MANAGEMENT
Oversee office upkeep, supplies, equipment, trash pick-up and maintenance, ensuring a clean, organized, and professional work environment.
Receive packages and collect mail and distribute properly to the CEO/Team, inspect packages as they arrive.
Coordinate client gifts, office events, meetings and celebrations including logistics, catering, setup and cleanup.
Assist with special projects and initiatives to improve office efficiency and productivity.
Maintain materials library, inventory stock and materials
Troubleshoot problems as they arise and assist the team with solving them
Run business related errands as needed in the course of the day/week
Take messages off answering machine and document in Drive and respond appropriately
Track and document “Concierge” inbox emails promptly, respond within 24 hours
Open, distribute and send email from individual account and Concierge account
Write, prepare, print, and distribute letters, documents, and reports, when needed
4. EVENT AND GIFT PLANNING
Team Event Planning to include the following celebrations and events within and for the team:
o Birthdays, Work Anniversaries, Holiday Gatherings, High Point Market Planning (2x/year), Team Building (1X/quarter), Team Meetings, End of Year Celebrations, Top Earners Celebrations
Client Event and Gift Planning to include the following celebrations and events:
o Gift Planning and Client Appreciation Events/Initiatives
Showroom Events to include the following planning, prep, execution and follow up geared towards the following industry partners:
o Realtors, Builders, Designers, Trades, etc.
5. SHOWROOM RETAIL
Work on the sales floor selling furnishings, cabinetry, accessories, décor, etc. to walk-in clients
Merchandising and styling the sales floor as new products and pieces are brought into the showroom
Collaborate with buyer to plan new/seasonal pieces we sell
JOB REQUIREMENTS
EXPERINECE
3+ years’ of proven Administrative Assistant experience with Exceptional Written and Verbal Communication Skills
Strong organizational and multitasking skills with meticulous attention to detail.
Previous work in the luxury interior design, real estate or home building sectors is recommended
Strongly prefer college degree
Reliable transportation & valid driver’s license
Proficient in handling confidential information with discretion.
Ability to work independently and take initiative.
Tech – savvy with proficiency in Google Suite, familiarity with DesignFiles, Calendly, Microsoft QuickBooks and Canva preferred
Comfortable learning new applications and cloud-based service
TECHNICAL SKILLS
Must have laptop computer to work with daily
Must have excellent computer skills in Word, Excel, and PowerPoint
Strongly prefer experience with Google Drive
Familiarity with DesignFiles, Calendly and Canva preferred
Comfort with learning new applications and cloud-based service
PREFORMANCE SKILLS
Attention to detail
Highly organized
Manage multiple priorities
Customer service
Self-Reliant
Problem Solving
Team work
Superior verbal communication skills
Impeccable written communication skill
Job Type: Full-time
Pay: $35,000.00 – $42,000.00 per year
Benefits:
401(k) matching
Employee discount
Flexible schedule
Paid time off
Professional development assistance
Retirement plan
Schedule:
8 hour shift
Monday to Friday
Application Question(s):
Why should we hire you over others interested in this role?
Experience:
Administrative Assistant: 3 years (Required)
Ability to Commute:
Weddington, NC 28104 (Required)
Work Location: In person
Title: Office Administrator
Company: Western Sky Helicopters
Location: Scottsdale, AZ
