Essential Functions and Responsibilities:

  • Answer multi-line phone system in a timely manner and direct calls to the correct staff member in friendly and efficient manner.
  • Greet guests as soon as they arrive and connect them with the appropriate party.
  • Responsible for coordinating phone coverage with other administrative staff.
  • Conference room set up including AV, conference phone, and refreshments for all internal meetings.
  • Prepare/post all outgoing mail and packages.
  • Sort and distribute incoming correspondence, including mail, email, and deliveries.
  • Assist with mailers by folding, stuffing, and sealing envelopes and dropping off at Post Office when needed.
  • Maintain and distribute staff contact lists in various formats (phone system, Outlook, etc.).
  • Keep conference room, work room, and break room clean and organized.
  • Monitor internal conference room and conference line availability and usage.
  • Order office supplies and materials for entire office staff and monitor current inventory to entire sufficient stock is on hand. 
  • Assist with contacting building vendors for repairs, maintenance, meeting, and other requests.
  • Assist with internal office calendar.
  • Create, modify, and merge documents such as labels and letters.
  • Assist with staffing for special events, conventions, and conventions.
  • Assist with scheduling meetings, conference calls, travel reservations, and expense reports for staff, when needed.
  • Troubleshoot technology issues and coordinate outsourced IT resources.
  • Assist with projects and other related duties as assigned.


  • High school diploma or GED equivalent required.
  • Experience as Office Support or Administrative Assistant.
  • Strong knowledge of Microsoft Excel, Word, PowerPoint, and Outlook.
  • Experience using office machinery (fax, printer, copier, phone systems etc.)
  • Great customer service skills and a can-do attitude.
  • Strong attention to detail and outstanding organizational skills.
  • Comfortable multi-tasking and prioritizing tasks without guidance.
  • Ability to work in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and brand confidentiality.

Job Type: Full-time

Salary: Commensurate with experience


  • administrative: 3 years (Preferred)
  • office support: 3 years (Preferred)


  • Montgomery, Alabama (Required)

Work authorization:

  • United States (Required)


  • Health insurance
  • Dental insurance
  • Life/disability insurance
  • Retirement plan
  • Paid time off


  • Monday to Friday 8:30 a.m. – 5:00 p.m. with one-hour lunch
  • Paid time off also coordinated to ensure phone coverage.

General Information