Office Assistant 19N40

An Office Assistant plays a vital role in ensuring the smooth operation of an office by providing administrative and clerical support to staff members. This position is crucial for maintaining an organized and efficient work environment, where attention to detail and organizational skills are paramount. The Office Assistant is often the first point of contact for incoming calls and visitors, making excellent communication skills essential. This role involves multitasking and handling various administrative tasks simultaneously, such as scheduling, data entry, and managing office supplies. The ideal candidate should be approachable, proactive, and capable of handling confidential information with discretion. A successful Office Assistant should be adaptable, resourceful, and eager to assist with improving departmental procedures and contributing to team success.

Responsibilities

• Greet and direct visitors and handle their inquiries efficiently.
• Receive, sort, and distribute incoming mail and deliveries daily.
• Answer, screen, and forward incoming phone calls professionally.
• Coordinate and schedule appointments, meetings, and conference calls.
• Maintain office supply inventory and order supplies as needed.
• Assist in coordinating office functions, workshops, and seminars.
• Prepare and edit correspondence, communications, and reports.
• Maintain electronic and paper filing systems for recordkeeping.
• Provide clerical support for word processing, copying, and scanning.
• Update and maintain staff contact lists and department directories.
• Support team projects and initiatives with relevant research and data.
• Manage and maintain office equipment, scheduling repairs as required.

Requirements

• High school diploma or equivalent; additional education is a plus.
• Proven experience as an office assistant or relevant administrative role.
• Excellent organizational and time management skills are essential.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) applications.
• Strong written and verbal communication skills are required.
• Ability to handle sensitive information with a high level of confidentiality.
• Positive, flexible, and willing to handle a variety of tasks daily.