Administrative Assistant

General Description:

The Administrative Assistant is responsible for providing administrative support to the Knoxville, Tennessee office. Responsibilities to include but not limited to the following:

Responsibilities:

• Provide administrative support to ensure efficient operation of the office to include:
• Answer and direct phone calls and distribute messages to appropriate staff.
• Manage incoming and outgoing mail. Includes sorting, stamping, ordering supplies and distributing.
• Maintain electronic filing document tracking systems and client databases.
• Responsible for expense reporting via Concur including reconciliation between AmEx statements and expense reports
• Assist team members with proofreading RFP’s, preparing client reports and education materials.
• Assist with managing calendars, appointments and travel arrangements for the President and other team members.
• Coordinate client meetings and setup for meetings in the office.
• Manage inventory of supplies. Includes ordering, confirming accuracy of delivery, unpacking, and organizing.
• Serves as a liaison between property manager and office staff for matters regarding building facility, parking, and general office maintenance
• Maintain Emergency Procedures for the Knoxville office
• Assists in the onboarding and offboarding of office employees
• Assist with monthly billing process and provide needed information to accounting.
• Complete special projects as requested. Including participant mailings, research projects, marketing assistance and client presentations.
• Generate and manage sales reports for the President and additional Tennessee producers utilizing U-Engage (CRM system)
• Organize special events for employees and clients.