Administrative Assistant (225-1013)

An Administrative Assistant plays a crucial role in ensuring the smooth operation of an office environment. This position involves providing vital support to management and colleagues by handling a variety of tasks that facilitate the efficient flow of both internal and external communications. The Administrative Assistant is responsible for managing correspondence, scheduling meetings, and organizing files. High attention to detail and excellent organizational skills are essential in this role, as is the ability to multitask and prioritize tasks effectively. A successful Administrative Assistant is proactive, resourceful, and enjoys working in a team-oriented environment while maintaining confidentiality in all aspects of their work. Leveraging strong interpersonal skills, the Administrative Assistant is often the first point of contact for clients and vendors and thus plays a significant part in managing professional relationships with the organization.

Responsibilities

• Manage and maintain executives’ schedules, appointments, and travel arrangements efficiently.
• Coordinate and set up meetings, ensuring all participants are informed and prepared.
• Prepare, proofread, and edit documents, correspondence, memos, and emails as required.
• Organize and maintain file systems both electronically and physically for easy access.
• Answer phone calls, screen inquiries, and direct them to appropriate departments or individuals.
• Welcome and assist visitors, providing them with excellent customer service and support.
• Manage office supplies inventory by checking stock to determine inventory levels.
• Produce and manage reports, supporting data, and presentations for team meetings.
• Coordinate with other departments to ensure company-wide operational efficiency.
• Assist in special projects or provide support as needed by various departments.
• Perform clerical tasks such as photocopying, scanning, and filing documents accurately.
• Facilitate communication across internal teams and management to maintain smooth processes.

Requirements

• High school diploma or equivalent; higher education or certifications are a plus.
• Previous experience as an Administrative Assistant or in a similar role is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.
• Excellent verbal and written communication skills are required for clear interaction.
• Strong organizational skills and attention to detail to ensure task efficiency.
• Ability to multi-task, prioritize, and manage time effectively under pressure.
• Demonstrated ability to maintain confidentiality and handle sensitive information carefully.