Administrative Assistant 18N25

The Administrative Assistant 18N25 plays a crucial role in supporting the daily operations of an organization. This position requires a highly organized and detail-oriented individual to perform a variety of administrative and clerical tasks. The successful candidate will possess exceptional communication skills, be adaptable to change, and thrive in a fast-paced environment. They will be responsible for managing schedules, coordinating meetings, and handling correspondence, among other duties. By ensuring the smooth operation of office functions, the Administrative Assistant will contribute significantly to the efficiency and productivity of the organization. This role requires a proactive approach, the ability to anticipate needs, and a commitment to maintaining a professional demeanor and confidentiality at all times.

Responsibilities

• Manage and maintain executive schedules, including appointments, meetings, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Answer and direct incoming phone calls while providing basic information when needed.
• Coordinate meeting and event logistics, including arranging facilities and catering.
• Maintain and organize electronic and paper files for easy retrieval and reference.
• Assist in the preparation of regularly scheduled reports and summaries.
• Provide general support to visitors and manage access to the office area.
• Handle incoming and outgoing mail, including sorting, distributing, and preparing shipments.
• Liaise effectively with internal staff at all levels and external clients and partners.
• Order office supplies and maintain inventory levels to avoid unnecessary shortages.
• Monitor and operate office equipment and troubleshoot minor issues as needed.
• Ensure compliance with office procedures and company policies effectively and efficiently.

Requirements

• High school diploma or equivalent is required; further education is an asset.
• Proven administrative or assistant experience, preferably within a similar role.
• Excellent time management skills with the ability to multitask and prioritize tasks.
• Strong organizational skills, with a keen attention to detail and accuracy.
• Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Outstanding verbal and written communication skills for effective interaction.
• Ability to handle confidential information with integrity and professionalism.