Administrative Assistant (225-801)

An Administrative Assistant plays a crucial role in ensuring the smooth operation of an office. They are responsible for providing support to managers and employees, handling a variety of tasks that allow the rest of the staff to communicate and work efficiently. Administrative Assistants are often responsible for maintaining files, scheduling appointments, preparing reports, and providing quality customer service. They are the linchpin in maintaining organized and efficient office environments, which can significantly optimize productivity across the board. Successful candidates are typically detail-oriented individuals with excellent communication skills and the ability to multitask effectively. They often serve as the first point of contact for visitors and must therefore demonstrate a professional demeanor at all times.

Responsibilities

• Organize and schedule meetings and appointments to ensure optimal time management.
• Maintain contact lists and ensure all contact details are updated and accessible.
• Develop and maintain a filing system that is accessible and efficient.
• Write and distribute email, correspondence memos, letters, and forms as directed.
• Support team by performing tasks related to the organization and strong communication.
• Handle sensitive information in a confidential manner and maintain office privacy.
• Generate reports, transcribe minutes from meetings, and create presentations.
• Assist in the preparation of regularly scheduled reports on varied topics.
• Book and manage travel arrangements, accommodations, and itineraries for staff.
• Manage office supplies inventory and place orders for replacements as necessary.
• Provide general support to visitors to ensure excellent customer service.
• Contribute to team effort by accomplishing related results as needed or assigned.

Requirements

• Proven experience as an Administrative Assistant or in a secretarial role is required.
• Proficiency in MS Office Suite, including MS Word and Excel, essential.
• Ability to organize a daily workload by priorities and meet deadlines.
• Strong verbal and written communication skills for effective interaction.
• Detail-oriented and capable of working independently with minimal supervision.
• High school diploma or equivalent education; additional qualifications preferred.
• Experience with office equipment, such as printers and fax machines, advantageous.