Administrative Assistant - Shareholder Services

Cape Fox Shared Services (CFSS) is seeking an experienced Administrative Assistant (AA) to work in the Cape Fox Corporation (CFC) Corporate office. The Administrative Assistant will manage and perform clerical tasks, answer phones, and sort/distribute mail. The AA will need to exercise sound decision making and work independently when needed. Other duties will include assisting the CEO, and other CFC executives with preparing confidential documents, organizing files, managing existing documents; and generally keeping the office organized, tidy and running smoothly.

Work will mainly be conducted in an office environment while occasionally going offsite to prepare for corporate events. Occasional work on weekends and at night is required. Office hours are 8:00 a.m. - 5:00 p.m. each day, with a lunch hour from 12:00 p.m. - 1:00 p.m.

Essential Functions and Responsibilities

• Greet, assist, and direct all visitors in a professional manner and provide an overall welcoming environment.
• Answer phone calls, voice mails, and direct callers to the appropriate party.
• Manage calendars, schedule appointment, and coordinate meetings.
• Prepare agendas, presentations, reports and other documents.
• Possess excellent communication, organization, and written skills.
• Be punctual in the office each day and maintain office organization.
• Routine pick-up/drop-off and process, sort, and routing of incoming and outgoing mail.
• Coordinate with fellow Administrative Assistant in the management of Shareholder Services.
• Perform other administrative support tasks, including updating and sorting files, drafting and proofreading correspondence, and conducting research when needed.
• Demonstrate proficiency on all Microsoft Office applications as well as the ability to quickly learn and utilize various corporate or computer-based applications as required.
• Communicate with all levels of the organization and Board to resolve issues and requests
• Multi-task and prioritize daily any project-driven requirements.
• Demonstrate capability to work independently and/or as part of a team.