SMSI LLC is seeking an Office Administrative Assistant to support business operations and provide superior customer service to our employees and management team. The ideal candidate will be a proactive problem solver with exceptional communication skills and a meticulous attention to detail. Given the rapid growth our business is experiencing, we require flexibility and foresight, ability to learn quickly and deploy new systems and processes, while ensuring confidentiality in business operations.

The position requires initiative and resourcefulness and the ability to communicate with a variety of teams and users, the ability to respond to technical issues and requests, analyze and resolve problems quickly and effectively, and discretion to escalate when required. Receives technical and administrative supervision from the Vice President, Business Operations.

This position will be 30 hours per week. The position will support core business hours of 8 am to 4 pm Monday – Thursday.

Responsibilities may include but are not limited to the following:

Manage Office Location Operations

• Coordinate with IT Services to ensure adequate services and equipment are available.
• Maintain a high level of professional presence for the office.
• Point-of-Contact for all matters relating to the office.
• Order and maintain inventory of office supplies and furnishings.

Provide Administrative Support

• Edit and prepare executive level correspondence.
• Create documents, reports, letters, and presentations.
• Provide front desk/receptionist support.
• Provide administrative support for projects and staff meetings.
• Research governmental policies and procedures.

Support SMSI Functional Directors

• Assist Directors and other members of the SMSI leadership team with administrative tasks in support of ongoing business operations (time and expense management, communications, purchasing, contract management, etc.).
• Assist SMSI functional directors in preparation, update, and delivery of policies, procedures, plans, reference guides, and training requirements.

Competencies and Minimum Qualifications:

• Experience providing administrative support and/or coordination (3-5 years or equivalent combination of education and experience).
• Excellent communication skills, Microsoft Office proficiency.
• Ability to articulate ideas and write clear and concise reports. Must be able to prepare, proofread and format complex reports, presentations, and documents using standard software.
• Provide document management and control services for project level systems. Must be able to complete documents, including reproduction, collation and delivery and be able to effectively handle a variety of competing job tasks and use good judgment in handling information.
• Ability to handle customer interactions in an accurate, effective, and timely manner.
• Resourcefulness and problem-solving aptitude.
• Maintain confidentiality as required.

Supervisor Responsibility:

None

Work Environment:

This position will be based in an SMSI office, which is a professional office environment, with a typical work schedule of 30 hours a week and potential for additional hours as needed. The position will support core business hours of 8 am to 4 pm Monday – Thursday.

This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:

Communication and active listening skills are a critical element of this position. The employee frequently is required to stand; walk; lift objects and reach with hands and arms.

Travel:

Some travel may be required for this position.

Security Clearance:

None required, but requires background and preemployment drug screening.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits:
Excellent Salary
401(k)
Generous Paid Time Off
Medical Coverage
Dental Coverage
Vision Coverage
Life Insurance
Disability Insurance
Other Benefits