Admin Assistant (225-729)

As an Admin Assistant, you play a vital role in ensuring the smooth operation of daily activities within an office setting. You will be responsible for supporting managers, employees, and office visitors by handling a variety of tasks to ensure that all interactions between the organization and others are positive and productive. Your ability to manage competing priorities with a calm and professional demeanor is essential. Multitasking and stress management skills are vital for this position and the ideal candidate will be able to work autonomously. You will be a key factor in maintaining the office’s systematic function and efficiency.

Responsibilities

• Answer and direct phone calls, emails, and other communications received by the office.
• Organize and schedule appointments and meetings with efficiency and attention to details.
• Maintain contact lists and update directories as changes occur within the organization.
• Produce and distribute correspondence memos, letters, faxes, and forms as necessary.
• Assist in the preparation of regularly scheduled reports and presentations for review.
• Develop and maintain a filing system to ensure easy retrieval of information.
• Order office supplies and research new deals and suppliers for cost-effective purchasing.
• Book travel arrangements and coordinate itineraries for the managerial staff and clients.
• Provide general support to visitors and manage access to office premises securely.
• Liaise with executive and senior administrative assistants to handle requests and queries.
• Handle sensitive information in a confidential manner maintaining organizational standards.
• Offer administrative support across the office whenever necessary to enhance efficiency.

Requirements

• Proven experience as an administrative assistant, virtual assistant, or in a similar role.
• Knowledge of office management systems, procedures, and proficiency in MS Office Suite.
• Experience with scheduling, handling correspondence, and using office equipment proficiently.
• Excellent written and verbal communication skills for effective professional interaction.
• Strong organizational skills with the ability to prioritize and manage multiple tasks efficiently.
• Attention to detail and problem-solving skills to ensure high quality of work output.
• High School diploma is required; additional qualifications as an Administrative Assistant advantageous.