• One position available, qualified candidate will work in the Mechanicsburg, PA headquarters location.

Position Description: Administrative Assistant provides a variety of clerical and support duties that contribute to the efficiency and professionalism of the admin services department and the Headquarters office. Demonstrates strong organizational skills including, developing and effectively utilizing checklists, processes, procedures, and tools in the execution of administrative support for the organization. Responsible for organization-wide administrative support through the planning and execution of internal and external meetings and events, special administrative projects, and Headquarters receptionist duties. Role creates the positive professional image to which Horizon aspires through teamwork, critical problem solving, professionalism, and a positive attitude and is an enthusiastic promoter of Horizon’s values and business goals.

Areas of Responsibilities

Admin Duties

Provides outstanding administrative support for the Headquarters building.

• Serves as the front desk receptionist, receiving visitors, customers, prospects, and vendors with a professional and positive attitude.
• Orders and ensures sufficient office, kitchen and janitorial supplies are available, neatly stored and organized.
• Prints/prepares and coordinates transporting materials (handouts, marketing materials, etc.) to the branch offices.
• Serves as the onsite contact and liaison with the Association’s Facilities Manager for vendors such as coffee service, printer/copier repair, document shredding, postage meter, etc.
• Manages all mail tasks including incoming/outgoing mail, and shipping and receiving parcels.
• Builds and maintains a front desk schedule for lunch and absence coverage to ensure that the front desk is adequately staffed with trained staff.

Admin Services Support

Provides high quality administrative support to all departments as needed.

• Completes other clerical duties efficiently and accurately as needed or requested by the organization. May include: Marketing/Knowledge Center mailings and material preparation, Finance mailings, survey creation and inputs, assisting with training efforts, etc.
• Ensures the internal and external customer needs and expectation are being met.

Meeting Coordinator

Manages the preplanning and execution process for on-site branch meetings at Headquarters, Mount Joy, and other branch locations as needed.

• Schedules meetings/conferences and secures meeting space for both internal and external guests.
• Follows up on logistical arrangements including preparing printed materials, ensuring proper room setup, coordinating IT meeting needs, ordering catering and/or providing refreshments, room clean-up and reset, etc.
• Coordinates extra event vendor support as needed, catering, cleaning, servicing, IT etc.

REQUIREMENTS

• Education and/or experience equivalent to a High School diploma.
• Generally, minimum of one year of related work experience preferred.
• Excellent communication & interpersonal relations skills.
• Spends a significant amount of time greeting customers, prospects, employees and vendors.
• Excellent organizational skills with the ability to simultaneously work on multiple projects/assignments.
• Ability to answer basic/routine customer questions and concerns independently.
• Ability to initiate, organize and prioritize work and maintain confidentiality.
• Ability to work in the office during branch hours of operation (typically Monday – Friday from 8 am to 4:30 pm).
• Adaptable and flexible to a changing work environment.
• Prolonged periods sitting at a desk and working on a computer.
• Ability to lift up to 40 pounds and perform light duty activities.
• Regular, predictable, and reliable attendance is required.

Equal Opportunity Employer including veterans and individuals with disabilities.