Administrative Assistant / Office Manager

Job Locations US-TN-Memphis
Job ID
Regular Full-Time


Administrative Assistant/Office Manager


Under the direct supervision of the executives of the company, including the President, Co-Chairmen and Executive Vice Presidents, this position provides administrative and secretarial support for the company, as well as some office management duties. The Administrative Assistant/Office Manager answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.

Essential Functions

  1. Schedules and organizes complex activities such as meetings, travel, conferences and activities for all members of the company.  
  2. Supervises and coordinates overall administrative activities for the office.
  3. Supervises the maintenance of office equipment, including copiers, telephone system, postage machine, etc.
  4. Ensures that conference/teleconference/video rooms and equipment are functioning and organizes conference rooms for meetings.
  5. Creates and develops documents and visual presentations for the team.
  6. Establishes, develops, maintains and updates filing system for the executives and other team members.
  7. Retrieves information from files when needed.
  8. Establishes, develops, maintains and updates library of trade journals and magazines.
  9. Organizes and prioritizes large volumes of information and calls.
  10. Helps organize monthly corporate expense receipts and purchases (American Express, etc.)
  11. Sorts and distributes mail for the executives. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
  12. Answers phones for executives. Takes messages or fields/answers all routine and non-routine questions.
  13. Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include: coordinating direct mailings, maintaining or updating the company’s contact database.
  14. Types and designs general correspondences, memos, charts, tables, graphs, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.


  1. Technical Capacity.
  2. Personal Effectiveness/Credibility.
  3. Thoroughness.
  4. Collaboration Skills.
  5. Communication Proficiency.
  6. Flexibility.


No out of town travel requirements

Education and Experience

  1. Bachelor’s Degree preferred, but not required.
  2. 3-5 years of administrative experience preferred.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.


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