Administrative Assistant

Modern Technology Solutions, Inc. (MTSI) is seeking an Administrative Assistant for our Dayton, OH office.

Position Overview

The Administrative Assistant handles a variety of administrative tasks to support the efficient operation of an office. Key responsibilities include managing schedules, organizing meetings, handling correspondence, preparing reports, and maintaining filing systems. Required skills include proficiency in Microsoft Office, strong organizational abilities, excellent communication skills, and attention to detail. Previous experience in an administrative role is preferred.

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Role and Responsibilities

Responsibilities and duties may include, but are not limited to:

- Assist in managing calendars, scheduling appointments, and coordinating meetings.

- Prepare and process correspondence, presentations, reports, and documentation.

- Handle communications by responding to emails, phone calls, and inquiries in a professional manner.

- Maintain and update operational records, including databases and filing systems.

- Conduct research and compile data to support projects and decision-making processes.

- Collaborate with internal and external stakeholders to facilitate effective communication and task execution.

- Manage vendor relationships, purchase orders, and invoicing in support of office operations.

- Ensure compliance with organizational policies and procedures within all administrative practices.

- Support business unit leads with administrative tasks.

Front Office Tasks
• Greets employees and visitors and directs them to the proper person or department and handles incoming telephone calls
• Is the first person a visitor meets or speaks with and is critical to ensuring that the first impression of the organization is lasting and positive
• Maintains visitor control logs
• Maintains conference room schedules and assists with meeting preparations
• Create and update documents, spreadsheets and PowerPoint charts
• Coordinates staff meetings and conference calls
• Works on various administrative projects for the company as needed
• Distributes mail; receives and distributes supplies and other incoming packages
• Follows standard company practices and procedures
• Coordinate events for employees
• Assist the Office Administrator with MWR event preparation
• Schedule, plan, and execute monthly unfunded Dayton Office Potlucks
• Upload event photos to GetConnected and do write ups for MTSI newsletter
• Assist with ordering items for the office or events as needed
• Assist with Badge PIN assignment in Virtual Keypad
• Assist with Badge creation in Aurora
• Request content for and update MTSI Dayton awareness slides for television in kitchen
• Assist Social Responsibility Leads with tasks, as requested
• Core working hours are within 7am - 5pm, M-F

Required Skills

- Functional and operational proficiency in job duties

- Project and program implementation

- Resourcefulness in resolving issues

- Independent work capability

- Knowledge of organizational processes and goals

- Problem-solving and analytical skills

- Leadership in project tasks

- Strong computer skills

- Effective communication (oral and written)

- Interpersonal skills and teamwork

Required Competencies

All MTSI employees are required to be skilled in the following core competencies:

- Collaboration/Teamwork: Engages others across roles through communication and mutual respect, shares insights, enabling effective teamwork to ensure collective success. (teamwork)

- Technical and Functional Skills: Leverages technical and functional expertise to deliver high performance, addresses challenges, and supports business needs while pursuing continuous skill development. (domain knowledge)

- Entrepreneurialism: Fosters innovation, evaluates ideas, and advances initiatives with sound judgment and organizational awareness to drive growth and impact. (innovation)

- Communication: Communicates clearly and effectively, fostering understanding, collaboration, and alignment through active listening and impactful messaging. (effective communication)

- Customer Focus: Prioritizes customer needs, builds trust, and delivers exceptional service by using insights to drive improvements and strengthen relationships. (customer insight)

Qualifications

- Bachelor's Degree & 2-5 years of experience in related field

- OR Master's Degree & 0-3 years of experience in related field

- OR equivalent total experience in related field

- Newly hired MA/MS graduates are typically matched here.

Physical Requirements

- Frequent sitting for long periods using computer keyboard, teleconferencing, Microsoft teams, telephone etc.

- Regular standing and walking to file documents, make copies, meet with leaders / employees in other parts of the building etc.

- Keyboarding - Entering text or data into a computer or other machine by means of a traditional keyboard. Traditional Keyboard refers to a panel of keys used as the primary input device on a computer, typographic machine, or 10-Key numeric keypad.

- Work is performed in an office environment and requires the ability to operate standard office equipment.

- Some work may require moving and lifting of heavy objects.

Please Note: U.S. Citizenship is required.

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