Administrative Assistant 04F25

The Administrative Assistant role is pivotal in ensuring the smooth operation of an organization by providing high-level administrative support to executives and management teams. The role requires a professional individual who excels in organization, communication, and multitasking to manage and execute various administrative duties efficiently. Administrative Assistants act as the custodian of company records, handle information requests, and perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. They play an essential role in projecting a professional image both internally and externally and are critical to maintaining office workflow. A successful Administrative Assistant is proactive, resourceful, and offers skillful assistance to their peers and supervisors to support the organization’s productivity and efficiency goals.

Responsibilities

• Provide administrative support to ensure efficient office operations each day.
• Prepare and coordinate meeting schedules, agendas, and follow-up actions for executives.
• Act as the point of contact for internal and external communications and inquiries.
• Organize and maintain electronic and paper files, ensuring proper handling of sensitive information.
• Administer office supply inventory and place orders when necessary to maintain functionality.
• Assist in the preparation of regularly scheduled reports to support organizational goals.
• Coordinate complex travel arrangements and itineraries for senior management and executives.
• Schedule and confirm appointments while managing the executive calendar effectively.
• Handle and prioritize all outgoing and incoming correspondence, including emails, faxes, and mail.
• Provide support for special projects and initiatives as directed by management.
• Collaborate with administrative team members to ensure cohesive teamwork and support.
• Maintain a professional and friendly demeanor to reflect company values positively.

Requirements

• Proven experience as an administrative assistant or in a relevant role for at least 2 years.
• Excellent written and verbal communication skills to facilitate professional interactions.
• Proficient in Microsoft Office Suite, including Word, Excel, and PowerPoint applications.
• Strong organizational skills with the ability to multi-task and prioritize effectively.
• High level of attention to detail and problem-solving skills are essential.
• Ability to work independently with minimal supervision while being a proactive team player.
• Demonstrated ability to maintain confidentiality and handle sensitive information judiciously.