Administrative Assistant (Hanover, MD)

Administrative Assistant (Hanover, MD)

Job Description

Administrative Assistant

Full Time

Location: Hanover, MD

Schedule: Monday-Friday

Compensation: $20-$25 hourly

Coach USA/Dillons in Hanover is looking for a highly organized and detail-oriented Administrative Assistant for our front office. The administrative assistant supports all types of operations including answering phones, day-to-day scheduling, data input, daily office upkeep, mail, and emails. This position supports the Vice President/General Manager in maintaining the routine functions of the day. In addition, the administrative assistant assists with special activities, some of which involve attendance at evening events. The administrative assistant must exercise excellent judgment and communication skills to deal with a broad spectrum of people, including administration, management, staff, customers, and all visitors. This position handles sensitive and confidential information regularly, so diplomacy, tact, and discretion are essential skills.

What we offer:

Health, Dental, and Vision Insurance

Term life insurance (company paid and voluntary)

401(k) plan

Generous Paid time off

Employee Assistance Program “EAP”

Free membership for “Tickets At Work” for exclusive employee deals

Growth Opportunities with one of the largest privately held transportation companies in North America.

Paid Weekly

Description:

Manage day to day professional business of Vice president/General Manager which includes screening calls, emails, and correspondence and follow up as appropriate

Coordinate managerial appointments, meetings, events, interviews, and manage calendars

Coordinate travel arrangements including flights, car service, and hotels when needed

Prepare documents, correspondence

Develop itineraries and agendas

Develop reports as needed and communicate regularly with Vice President/ General Manager

Prepares expense reports

Responds to mail where appropriate or distributes mail requiring attention to appropriate individuals

Answer & Transfer Operator Calls, as needed to the appropriate party

Assist with any questions that callers may have

Assist to quote Charters & Book Charters via phone, email, or walk-in

Payment Follow ups for upcoming trips/request & upload signed contracts

Enter charter payments (credit cards, checks, cash)

Process Credit card payments called in by customers

Prepare Expense money & envelopes for charters

Prepare paperwork for drivers (maps, instructions, work orders)

Employee Uniforms (Ordering, Distributing, Vouchers, etc.

Ordering of all office supplies, when needed

Plan meetings & take detailed minutes

Projects requested by your supervisor

Other tasks needed within Office duties for the Sales Dept/General Manager

Minimum Requirements:

Excellent verbal and written communication skills.

Solid interpersonal skills including a friendly manner and well-groomed appearance

Reliable transportation with the ability to travel

Proficiency with Microsoft Office suite

Ability to work with all levels of internal management and staff, as well as outside clients and vendors

Ability to multi-task and meet or exceed expectations

Organizational and analytical skills

A firm sense of individual responsibility and initiative

Time Management

Adaptability

An energetic and flexible demeanor

Ability to handle confidential information

Attention to detail and accuracy

Ability to effectively present information in a clear, concise format one-on-one and in small groups

Ability to demonstrate reasoning capability by dealing with problems involving several concreate variables in standardized situations