Overview
Part-time Administrative Assistant Jobs in Lynchburg, VA at Beacon Management
We believe everyone has a story to tell and we’re passionate about helping people and brands amplify their stories across the globe. We are proud to be the number one provider of enterprise webcasting and investor relations content distribution, as well as a global leader in press release distribution. Our clients have used Notified to monitor over 2 billion social media conversations! Our products are built so storytellers can do their best work. But we’re not just a platform—personalized, caring service is how we operate. We add a personal touch to everything we do. We strive to deliver wisdom and insight by helping our clients reach global and targeted audiences, measure outcomes, and fulfill their commitments.
Notified is seeking an Administrative Assistant in Chicago. Our expectation at this time is you would work from our office, located at 770 North Halsted Street, on Tuesday, Wednesday and Thursday with flexibility to work from home on Monday and Friday.
Basic Functions
Provide a variety of confidential and complex support functions to assigned executives
Successfully complete critical or sensitive project tasks of deliverable assignments with a hands-on approach ensuring project risks are escalated
Assist with the disposition of confidential documentation and information from internal departments and clients
Assist with department budget (e . g ., review of variance reports, tracking expenditures, paying invoices , etc . ) which may include navigation, data entry, editing , and other administrative changes through a corporate finance and accounting software system
Budgeting and expense tracking
Processing invoices and reimbursements
Managing office-related purchases
Screen and direct incoming calls and visitors for the assigned executive in a professional and courteous manner providing information to callers and visitors as appropriate
P repare confidential correspondence, memorandums, reports, etc. from rough draft to final copy ensuring 100% accuracy before distribution and maintain sensitive and confidential files in an organized manner which includes preparing inactive files for off-site storage and maintain records of inactive files
Managing office supplies and inventory
Scheduling meetings and appointments
Facility Management
Onsite support in coordination with the Facilities team
Ensuring the office environment is clean, safe, and well-maintained
Coordinating with vendors and service providers (e.g., cleaning, maintenance)
Managing office layout and seating arrangements
Technology and Systems Oversight
Coordinating with IT support for technical issues (network, printers, computers)
General Administrative Support
Provide administrative support for assigned executive management and other department staff, ensuring adherence to corporate and department policies and procedures and established deadlines
Perform a variety of administrative functions (e.g. word processing, copying, phone coverage, file maintenance, sort and prioritize incoming and outgoing mail and faxes, creating reports, etc) which may require prioritizing work based on timelines
As required, maintain supervisor’s calendar including scheduling meetings and appointments
Prepare meeting materials and make necessary meeting arrangements as well as itineraries for clients or department personnel
May order supplies and ensure appropriate supply levels are maintained which includes
receiving deliveries of supplies and verify against actual order, handling any discrepancies
Coordinating travel arrangements with Corporate Travel which includes completing travel requisitions and verifying that travel has been appropriately approved
Meet and greet customers and clients and ensure they are assisted in a timely and accurate manner
As required , gather receipts and other records in order to prepare reports and processes for
payments in a timely manner
Maintain confidentiality of department information (e.g., budgets, salary information, etc) ensuring adherence to department policies and procedure
Project Assistance
Participate in the activities associated with a variety of departmental projects ensuring established timelines are met
Prepare reports, material and documentation as requested
May update project plan
Create and maintain organized project files
Provide project lead with status reports throughout assigned projects detailing project status and timeline
Related Duties as Assigned
The job description documents the general nature and level of work but is not intended to be a comprehensive list of all activities, duties, and responsibilities required of job incumbents
Consequently, job incumbents may be asked to perform other duties as required
Also note, that reasonable accommodations may be made to enable individuals with disabilities to perform the functions outlined above
Please contact your local Employee Relations representative to request a review of any such accommodations
Minimum Qualifications
Applicant for this job will be expected to meet the following minimum qualifications.
Education
High school diploma or GED required. Additional specialized secretarial course work in office practices, management or business administration preferred.
Experience
Minimum 2 years increasingly responsible administrative secretarial experience required
Other
Intermediate knowledge of Word and Excel required
Type a minimum of 45 words per minute accurately
Best In Class!
“Best Press Release Distribution Company,” MarTech Breakthrough Awards
“PR Innovation of the Year,” Gold Stevie® Winner, 2023 American Business Awards
“Marketing/Public Relations Solution,” Gold Stevie® Winner, 2023 American Business Awards
Why work for Notified?
Global collaboration with team members in 17 countries
Opportunities to innovate and grow!
Comprehensive health benefits and wellness programs
Quarterly recognition awards
Curated learning libraries offering over 8,000 free courses supporting your business and technical acumen
Flexibility to work from home on Mondays and Fridays
Diversity is celebrated and supported inclusive Employee Resource Groups
What’s next?
Qualified candidates will be contacted by a member of our in-house recruitment team to kick-start the recruitment process
At Notified, we don’t just accept difference – we celebrate it, support it, and build success upon it. We are proud to be an equal opportunities employer and no part of this advertisement is intended to discriminate on any grounds.
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Title: Part-time Administrative Assistant
Company: Beacon Management
Location: Lynchburg, VA
