LOCATION: Reno, NV. In-office position only

JOB SUMMARY 

The Abbi Agency’s Administrative Assistant’s foundational duty is to report directly to the Office Manager and Chief Executive Officer (CEO) and create a sense of seamless ease for Partners at The Abbi Agency—and in this particular context, is meant to serve the needs of the firm’s Partners in order to minimize time-costs and maximize productivity.

The Administrative Assistant, under the direction of the Office Manager and Partners, coordinates planning, communications, administrative research, and a variety of other key factors as needed, ensuring that the Partners are able to conduct business without difficulty or worry about particulars. This role is both granular and broad; the assistant must not only be able to execute tactics to make the team’s daily business-related activities seamless but also make thoughtful decisions about how to improve the team’s overall use of time and experience toward the betterment of the organization.

JOB RESPONSIBILITIES

• Consistently complete daily office-related tasks including but not limited to checking mail, making bank deposits, restocking office supplies, etc.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. 
• Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
• Create, maintain, and enter information into databases.
• Use computers for various applications, such as database management or word processing.
• Operated office equipment, such as fax machines, copiers, or phone systems, and arranged for repairs when equipment malfunctioned.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.
• Operate electronic mail systems and coordinate the flow of information, internally or with other organizations.
• Maintain scheduling and event calendars.
• Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations, expense, statistical, or monthly reports.
• Complete forms in accordance with company procedures.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Conduct searches to find needed information, using such sources as the Internet.
• Open, read, route, and distribute incoming mail or other materials and answer routine letters.
• Review work done by others to check for correct spelling and grammar, ensure company format policies are followed, and recommend revisions.
• Book travel for team members as needed while being mindful of the time required to travel and associated costs. Set up a system for team members to request travel.  

WORK ENVIRONMENT 

The Administrative Assistant should be aware that:

• Time will be spent working in the Reno Headquarters and meeting rooms, working with various teams, running errands across various domestic, retail, and corporate sessions.
• They may be asked and should be willing to work long hours, occasionally outside the normal business day, in order to complete projects on time.

MINIMUM QUALIFICATIONS

• Process and detail-oriented but have the ability to pivot and embrace change.
• Must have strong time management, interpersonal, and organizational skills
• Strong project management and inter-departmental coordination skills required
• Must be able to work on a multitude of projects simultaneously
• Familiar with Google Suite of Products: sheets, docs, slides, etc. 
• Ability to manage priorities across a broad range of circumstances and keep all deliverables in mind.
• Flexibility in adapting to the use of new technologies

PREFERRED QUALIFICATIONS

• Associate’s or Bachelor’s degree in a related field—or, alternatively, 2–5 years of working experience in an administrative role in a professional services organization and demonstrative evidence of extraordinary talent/competency.
• Driver’s License and reliable transportation. Insurance and driving record checks will be required. 

ABOUT US

The Abbi Agency is an integrated marketing communications agency specializing in creative, digital, and public relations services with offices in Reno and Las Vegas and employees worldwide. The agency has executed award-winning integrated marketing campaigns for clients, including Visit Carmel, North Lake Tahoe, the Yosemite Conservancy, Plumas Bank, Nevada Health Link, and Travel Nevada. The agency works extensively in the travel and tourism, healthcare, technology, public affairs, government and real estate, and construction industries. The Abbi Agency is a Certified B Corporation and uses this foundational mission to make the agency a force for good, leading with a philosophy of “Be Bold. Be Boundary-Breaking. Be Big-Hearted.” Learn more at theabbiagency.com.

OUR COMMITMENT TO DIVERSITY, EQUITY & INCLUSION

We are fiercely independent and true to our mission, vision, and values— but also fiercely dedicated to diversity, equity, inclusion, and leaving the communities we enter better off than we found them. As a woman-owned business enterprise, we understand the importance of elevating voices that are not always readily heard, extending opportunities for career growth to a diverse workforce, and practicing cultural humility as we navigate the nuanced needs, wants, and perspectives of a vibrant and varied constituency.