Administrative Clerk

Job Title: Administrative Executive Assistant

Job Description

This role provides comprehensive administrative and front desk support, serving as the primary point of contact for internal and external clients. The Administrative Executive Assistant manages calendars, coordinates meetings and travel, supports documentation and reporting, and ensures the office operates smoothly and efficiently.

Responsibilities

• Serve as the main point of contact between internal and external clients, providing professional and timely support.
• Receive incoming calls, take accurate messages, and route correspondence to the appropriate parties.
• Handle requests and queries promptly and appropriately, escalating issues when necessary.
• Maintain calendars and scheduling for meetings and appointments, including sending reminders and managing changes.
• Arrange travel, including transportation and accommodations, and ensure all related details are organized.
• Take dictation and meeting minutes, and accurately enter data into systems and documents.
• Monitor office supplies, research advantageous deals or suppliers, and maintain appropriate inventory levels.
• Produce reports, presentations, and briefs using MS Office and other office applications.
• Develop and maintain an efficient documentation and filing system, ensuring records are organized and accessible.
• Manage the reception area by greeting and checking in all visitors in a courteous and professional manner.
• Help maintain a clean and organized office environment, including shared spaces and reception.
• Operate general office equipment for various applications, such as database and document management and word processing.
• Order and set up lunches as requested for meetings, events, and office functions.
• Maintain an accurate inventory of office supplies and coordinate restocking as needed.
• Process expense reports for business travel, events, and other office-related expenses in accordance with company procedures.
• Maintain scheduling and event calendars, and coordinate internal and external events as needed.
• Complete forms and documentation in accordance with company policies and procedures.
• Make copies of correspondence and other printed materials, and distribute or file them appropriately.
• Provide customer service at the front desk, including answering questions and directing visitors.
• Support general administrative and clerical tasks, including data entry and document preparation.

Essential Skills

• Comprehension of office management systems and procedures.
• Excellent knowledge of MS Office, including word processing, spreadsheets, presentations, and email.
• Proficiency in English, with strong written and verbal communication skills.
• Successful planning and time management skills, with the ability to meet deadlines.
• Ability to multitask and prioritize daily workload in a fast-paced environment.
• High level of verbal and written communication skills for interaction with clients and colleagues.
• Discretion and confidentiality in handling sensitive information.
• Customer service skills, particularly in a front desk or reception setting.
• Data entry skills with attention to accuracy.
• Clerical skills, including filing, copying, and document preparation.
• Front desk and administrative experience, including greeting visitors and managing reception.
• Calendar management experience, including scheduling meetings and managing appointments.
• Educational requirement: High school diploma or GED.

Additional Skills & Qualifications

• Experience in an Administrative or Office Assistant role.
• Familiarity with advancements in office gadgets and applications.
• Experience with database and document management tools.
• Experience coordinating office events and meetings.
• Comfort operating general office equipment such as copiers, scanners, and multifunction devices.

Work Environment

This position is based in an office environment with a front desk and reception area. The role involves regular use of computers, MS Office applications, and general office equipment such as phones, copiers, and scanners. The Administrative Executive Assistant works on-site, interacting frequently with visitors and colleagues while helping maintain a clean, organized, and professional workspace. The schedule typically follows standard office hours, with occasional flexibility required to support meetings, events, or business needs.

Job Type & Location

This is a Contract to Hire position based out of Nashville, TN.

Pay and Benefits

The pay range for this position is $20.00 - $22.00/hr.

Eligibility requirements apply to some benefits and may depend on your job

classification and length of employment. Benefits are subject to change and may be

subject to specific elections, plan, or program terms. If eligible, the benefits

available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Reti…