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Title

Support Services Administrative Assistant 

Description

About:

Alta Bicycle Share designs, deploys, and manages bicycle share programs and systems worldwide.  Public bike sharing systems combine the convenience and flexibility of a private vehicle with the accessibility and reliability of mass transit. 

 

Overview of Position:

Alta Bicycle Share is seeking an Administrative Assistant for our Support Services department who will be responsible for coordinating company-wide administrative functions.  The role of the Support Services Administrative Assistant will include assisting executive staff members, maintaining a document filing system, and providing company-wide administrative support.  Although the Administrative Assistant may occasionally be required to report to work in the Portland, OR office location, he or she will work primarily from a home office or other approved remote location.  The Administrative Assistant will report to the Director of Support Services and Risk Management. 

 

Key Aspects of Position:

  • Maintain, manage, oversee and coordinate all events and meetings as requested by the Chief Management Officer (CMO) and Board Executive Committee (BEC).
  • Answer ABS headquarters phones and route inquiries to appropriate staff.
  • Provide office and building management support such as supplies, facility maintenance or issue coordination, and office space management.
  • Manage email groups and correspondence.
  • Facilitate FedEx shipments.
  • Occasionally assist with all-staff meetings and calendar management.
  • General office errands (trips to post office, store, office errands).
  • In coordination with Risk Management Coordinator, manage physical in-office filing system (both physical and electronic): operating contracts, vehicle records, office leases, shareholder agreements, bylaws, business licenses etc.
  • Coordinate shredding of sensitive and/or confidential materials.

·       Format letters/documents in Word, PPT, and Excel.

  • Assist with various application processes.
  • Manage conference numbers and serve as liaison with web/phone conference company.
  • Apply for and renew business licenses, tax renewals, and registrations for various regions.
  • Create and maintain procedural documents (P&P’s), as they relate to administrative items.
  • Format P&P’s for others as requested.
  • Administer company-wide account for conference call services.
  • Manage, track, and forward inquiries from info@abs email account.
  • Plan and coordinate events for staff members.

Other tasks as assigned.
 

 
Position Requirements

Required Skills and Experience:

·       Minimum five years of experience in administrative support, executive support, office management, or related field.

·       Bachelor’s degree required. 

·       Ability to prioritize administrative tasks in a fast-paced environment, while meeting the time-sensitive demands of executive staff.

·       Ability to work independently and resourcefully while dealing with challenging, high-pressure situations.

·       Excellent verbal and written communication skills, including the ability to effectively communicate with staff at all levels of the organization.

·       Proficiency in Microsoft Word, Excel, and Powerpoint.

·       Familiarity with both Outlook and Google email and calendaring systems.

·       Solid writing and grammatical skills, including the ability to proofread for others.

·       Strong organizational skills.

·       Ability to maintain confidentiality.

·       Positive attitude and sense of humor is a must

·       Ability to work from a home office or other approved remote location.

·       Ability to report to work in the Portland, OR office location, as needed.

·       This position may require hours that exceed 8 hours per day and/or 40 hours per week.

·       This position may require standing, sitting, driving, bicycling, stooping, bending, and/or lifting up to 35 pounds.

Preferred Skills and Experience:

·       Fluency in the Spanish language (both written and verbal) is a preferred.

·       Experience working in a growing, start-up organization.

·       Excitement and interest in bike sharing is a plus.

 

Note: The above description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.  All personnel may be required to perform duties outside of their normal responsibilities due to the nature of work performed to accomplish Alta Bicycle Share’s Mission.

Alta Bicycle Share is proud to be an Equal Opportunity Employer.

Alta Bicycle Share is a drug-free workplace.

 
Full-Time/Part-Time Full-Time  
Salary  
Bargaining Unit Position  
Close Date  
Exempt/Non-Exempt Exempt  
Open Date 10/31/2013  
Location Corporate - Motivate  

This position is currently not accepting applications.

To search for an open position, please go to http://AltaPlanningandDesign.appone.com




 


 
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