888.629.6696 info@geniusavenue.com

Administration Optimization Specialist

Tucson, AZ, USA

5Lights, LLC located in Tucson, Arizona invests in exceptional companies and specializes in business optimization.

5Lights is looking for a master multi-tasker with excellent communication skills and an upbeat attitude to add to our professional, hard-working and dedicated team. 

The Administration Optimization Specialist position will provide administrative assistance to the Executive team and Human Resources. The position will focus on general office and administrative assistant functions, ensuring that the needs of various stakeholders are met, as well as becoming an integral support for compliance work.

Duties and Responsibilities:

  • Calendar management for the Executive team
  • Organize travel arrangements for Executive team
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Assist in the preparation of regularly scheduled reports
  • Timely plan, coordinate, prepare, distribute, and oversee All Staff meeting and Executive meeting materials including agendas, notices and minutes
  • Record, transcribe and distribute minutes of meetings
  • Cover reception desk by answering, screening and directing phone calls, while providing general support to visitors
  • Monitor, screen, respond to and distribute incoming communications
  • Maintain HR and Legal/Compliance filing system
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Handle sensitive information in a confidential manner

Must have, to be considered:

  • Proven administrative assistant experience (in a legal firm a definite PLUS)
  • Some experience in compliance work highly desired
  • Experience working on WINDOWS SUITE and Outlook
  • Reliable transportation a MUST
  • Experience in document preparation
  • Excellent time management and organization skills, as well as ability to multi-task and prioritize work
  • Superior attention to detail, accuracy, and thoroughness, as well as problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced, deadline-driven environment
  • Able to follow detailed instructions, take on multiple detailed tasks and effectively prioritize various projects from multiple stakeholders
  • Problem analysis and problem-solving skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Initiative and highly self-motivated
  • Highly collaborative and resourceful team-player, with the ability to also be extremely effective working independently
  • Commitment to quality
  • Robust scheduling proficiency
  • Expert in MS Office – Word, Adobe, Excel, PowerPoint, and Outlook
  • Solid, verifiable experience creating forms, templates, spreadsheets from scratch
  • Superb customer satisfaction skills
  • Secretarial proficiency
  • Strong work ethic
  • Professional demeanor and appearance, and welcoming personality

Salary:  $48,500-$60K DOE

Outstanding benefits include health, dental, and vision insurance plans; life insurance and short-term|long-term disability programs; paid vacation, sick leave, and holidays.

Interested candidates must submit a cover letter and resume to Roxandra@5Lightsgroup.com