Administrative Assistant/Receptionist

Job Type
Full time - 
(IN-HOUSE
)


Description

Mazama is looking for an experienced Administrative Assistant to support our busy & growing team!
This role is an integral part of the team and is critical to the success of our business. Our ideal new team
member is professional, organized, detail-oriented, solution-focused, can anticipate issues and head them
off before they become problems, is warm, welcoming, confident, works well independently, has a great
sense of humor and gets along well with almost everyone. The Administrative Assistant is responsible for
front desk reception, maintaining the office by ensuring it is always presentable for clients and vendors,
monitoring and ordering supplies, being the office cheerleader and party planner for birthdays,
anniversaries and anything else worth celebrating, helping with new hire onboarding, monitoring and
responding to general office correspondence and supporting the executive team as needed.

 

To be successful in this role, you must be tech-savvy, flexible, and comfortable with the challenge of a
fast-paced, growing company - this means that your workload and priorities may change with short notice
and you’ll need to pivot with ease. If this sounds like you and you’re ready to jump on the rocketship with
us, we want to hear from you!

Responsibilities (including but not limited to):

  • Front desk reception: Answer & direct phone calls, greet visitors, read & respond to general
    company correspondence, maintain company calendar, check mail daily, receive and forward
    packages, and package and send out mail for executives

  • Office maintenance & decor: Maintain cleanliness and tidiness of public areas and kitchen, water
    plants, track and order supplies and kitchen snacks, schedule maintenance when needed and
    communicate with janitorial team and property manager

  • Monitor and maintain equipment logs, maintenance, perform light maintenance and repairs as
    necessary

  • Maintain conference room calendars, ensure all equipment is always working, ensure conference
    rooms are tidy & furniture is in good condition. Set up for meetings, interviews, etc.

  • Plan and celebrate employee birthdays, anniversaries and other special moments; plan company
    parties; assist with planning for expos and conferences

  • Assist HR with new hire onboarding, setting up email, system accounts, workstation, etc.

  • Handle personal requests and run errands for the CEO and CFO as needed, including dog
    walking

  • Support executive team with various administrative, client relations, and research tasks as needed

  • Support the CFO with various accounting tasks as required, including updating Quickbooks
    accounts, following up on late payments/collections, and providing customer billing support

  • Provide backup support to the Executive Assistant as needed

  • Assist with other needs for the office as they arise. This can include helping out with our software
    quality checks, copy editing, project management, and innovating new ways for us to keep
    evolving.


Qualifications & Experience:

Software and Technical Experience:

  • Computer, internet, and phone agility required. Comfortable learning new hardware & software
    systems and technology. Mac experience preferred

  • Google Suite and Microsoft Office experience required

  • Experience with Docusign, Quickbooks, CRM management, and VOIP phone services preferred.

  • Familiarity with Facebook Business Manager preferred

  • Ability to handle a multi-line phone system preferred

Education and Experience:

  • High School degree or equivalent required; AA degree/College degree preferred.

  • 2+ years office/administrative management experience required

Skills:

  • Effective organizational, planning, and time-management skills while maintaining the flexibility
    required to handle the office’s changing priorities in a fast-moving industry

  • Advanced troubleshooting, problem-solving, research, and critical thinking skills, as well as the
    ability to make decisions quickly and confidently

  • Efficient but completes work with a high degree of quality; can handle multiple priorities and
    meet deadlines

  • Ability to handle confidential information responsibly

  • Clear and effective verbal and written communication skills

  • Proactive thinker, solution-oriented

  • Comfortable communicating with all levels of management and clients

  • Thinks through tasks for the best way to accomplish them, rather than just taking requests at
    face-value

  • Professional phone etiquette, email etiquette, and in-person customer service presentation and
    communication skills (New York wardrobe not required; this office is Bend business casual)

  • Solid math and computational skills (i.e. do basic computations correctly without a calculator)

  • Exceptional English grammar, punctuation, and spelling skills (grammar aficionados, please
    apply)

  • A willingness to ask questions, attempt new projects, and improve/change processes on a frequent
    basis

Benefits & Culture:

  • Medical, dental, and vision healthcare plans

  • Front-loaded Paid Time Off

  • Retirement Savings Plan

  • Flexible scheduling to take advantage of fresh powder mornings, sunny summer afternoons, and everything in between!

  • Dog-friendly office

  • Stocked kitchen with snacks and an espresso machine

  • “Bend-casual” attire

  • Sit-stand desks

  • Collaborative, social, open-architecture environment

  • Career & professional development - we’re growing quickly and we love to promote from within so there are lots of opportunities to create your career path and expand your skills


About us:

Mazama is a full-service enterprise solution firm based in Bend, Oregon. We’re growing rapidly with the
success of a proprietary technology we developed and are expanding our team in almost all departments
to help scale it. We have a lively and supportive office and work environment - really we're just a group of
fun people who enjoy independent and team-oriented hard work, and getting outside.
We encourage you to apply even if you don’t check all the boxes! We’re looking for highly motivated
people who have the internal drive to push projects forward, propose solutions to overcome barriers, and
are a positive influence on the team around them. Bottom line, we enjoy meeting people we would want
to hang out with all day. If you have questions about a job or the qualifications prior to applying, feel free
to reach out to our HR Team.

Equal Opportunity

All qualified applicants will receive consideration for employment at Mazama without discrimination on
the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran
status, disability, or any other factors prohibited by law.