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VAA Job Description
Job Title: Administrative Assistant - Front Desk
Department / Discipline: Business Support
Classification: Non-Exempt
Date: 4/2024

Position Summary:
Responsible for handling front office reception and provides administrative support to the
organization at all levels.

Essential Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform
the essential functions.
• Consistently perform administrative duties including phone coverage, greeting
clients, lunch orders, filing, binding documents, incoming and outgoing mail and
shipments, and meeting set up.
• Distribute weekly work schedules
• Order safety equipment, office and kitchen supplies
• Maintain company archive records
• Schedule and coordinate employee professional photograph sessions
• Perform administrative tasks for partners and staff when required, such as,
printing, proofreading, and assisting with company event preparation and
wellness and outreach activities.

Competencies:
Technical
• Excellent MS Outlook and MS Office software proficiency
• Front desk experience with phones and clients
• Professional level of written and verbal communication skills
• Ability to manage multiple priorities and achieve deadlines while managing regular
interruptions
• Strong problem solving and organizational skills
• Familiarity with the engineering industry - preferred
• Vendor management experience - preferred
Personal
• Excellent organization and time management skills
• Ability to maintain focus while managing interruptions throughout the workday
• Ability to professionally interact with external clients both in person and via phone
• Ability to interact with all levels in the company
• Team player
• Ability to maintain confidentiality
• Ability to evaluate and improve existing assignments and processes - preferred

Education and Experience:
• High School Graduate with 2-4 years of work experience in a professional
environment
• Five years equivalent work experience - preferred
• Two year associates degree - preferred

Other Duties:
This job description is not a comprehensive listing of activities, duties or responsibilities that
are required. You may be required to perform other related business duties as assigned by
your manager or other management personnel. Management reserves the right to modify as
needed at any time with or without notice.

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