Administrative Assistant (Administrative)
ICA Languages Services is actively seeking an Administrative Assistant. This is a salaried, full-time, in-person role, at our facility in Arlington, VA, pay range is between $41,000.00 and $45,000.00 annually.
ICA is a women owned small business, providing services as a foreign language training school, to those in service of the United States. Our mission, vision, and values, guide us as we have grown and changed over the past 35 years.
The Administrative Assistant delivers friendly, efficient customer service and creates a warm and welcoming atmosphere for all staff and visitors, and provides general office services and support.
Duties:
- Welcoming everyone in person or on the phone, and answering or referring inquiries
- Directing staff and visitors to appropriate company personnel and/or providing them appropriate information and instructions by answering questions and requests
- Maintaining clean reception, common, and kitchen areas by complying with procedures, rules, and regulations
- Maintaining security of facilities by identifying suspicious people and objects
- Preparing necessary files and maintaining electronic and hard copy filing system
- Performing necessary data entry using Microsoft Office and other computer programs
- Preparing and modifying documents including reports, drafts, signs, forms, memos, and emails as requested by executive team
- Creating and revising systems and procedures by analyzing operations such as recordkeeping systems and forms control
- Resolving administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions; communicating other departments if necessary
- Ensuring a good business atmosphere by completing preventive maintenance requirements and submitting maintenance requests
- Maintaining equipment; supplies inventory, anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
- Developing and maintaining workflow and reporting procedures with front desk team
- Contributing to team effort by accomplishing related results as needed
- Performing other duties as assigned
Skills/Qualifications:
- Associates Degree or equivalent experience
- 0-2 years of related experience in customer service or office administration
- Proficient in MS Word, MS Excel, MS Outlook
- Excellent communication skills to speak clearly and persuasively in positive or negative situations
- Excellent customer service skills
- Strong planning and organization skills to prioritize work activities and to maintain information as detailed as possible
- Critical thinking skills to identify and to resolve any issues in a timely manner
- Administrative writing skills
- Detail oriented
- Strong researching and reporting skills
- Ability to manage a large variety of details and to work with all levels of organization
- Ability to establish working relationships and effectively with and through others including those over whom there is no formal authority
- Ability to make good decisions based on sound understanding and evaluation of relevant information; gathers information and involves others as appropriate
- Positive, enthusiastic, energetic, with a good sense of humor
ICA Language Services is an equal-opportunity employer. Applicants will not be discriminated against because of race, color, creed, sex, sexual orientation, gender identity or expression, age, religion, national origin, citizenship status, disability, ancestry, marital status, veteran status, medical condition, or any protected category prohibited by local, state, or federal laws.
