Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time sensitive material.

Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. This role will report to the Manager, Office & Culture for Alterra Property Group.

Administrative assistant responsibilities:
  • Answer and direct phone calls
  • Coordinate appointments and schedules and Partners calendars
  • Maintain contact lists
  • Produce and distribute correspondence memos, letters, faxes, and forms
  • Co-ordinate schedules, appointments and bookings
  • Develop and maintain a filing system
  • Order office supplies
  • Book travel arrangements
  • Provide general support to visitors
  • Handle multiple projects
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Contribute to team effort by assisting all team members when needed
  • Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
  • Ensure security, integrity and confidentiality of data
  • Book conference calls, rooms, couriers, etc.
  • Cover the reception desk when required
  • Maintain computer and manual filing systems
  • Handle sensitive information in a confidential manner
  • Coordinate office procedures
  • Reply to email, telephone, or face to face inquiries
  • Arranges travel processes, including flight and hotel booking, and car rentals for Partners
  • Receive, sort, and distribute the mail
  • Manage staff appointments
  • Greet and assist visitors to the office
  • Photocopy and print out documents on behalf of other colleagues
  • Provide polite and professional communication
  • Maintain office flow
  • Organize, maintain, and distribute documents
Administrative assistant requirements:
  • Proven administrative or assistant experience
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • At least 5 years of experience in the field or in a related area
  • College Degree
  • Notary or ability and willingness to become one
  • Competitive salary, based on experience
  • Medical, dental, and vision coverage
  • 401(k) plan
  • Career development programs
  • Paid parental leave
  • Wellness and mental health resources
  • Bryn Mawr, PA mostly, with some time training and one day weekly in Center City, PA. Free
    parking available in both locations.
Job Type: Full-time, On-site

Alterra Property Group is an Equal Opportunity Employer committed to recruiting, hiring, and promoting qualified people of all backgrounds regardless of gender, race, color, creed, national origin, age, marital status, physical or mental disability, sexual orientation, gender identity, military status, or any other basis protected by federal, state, or local law.

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