Administrative Assistant (225-626)

An Administrative Assistant plays a critical role in the smooth and efficient operations of an office. This position involves providing vital support to ensure the day-to-day running of office tasks and responsibilities. Administrative Assistants are responsible for a variety of tasks that contribute to maintaining an organized work environment. They handle communications, schedule appointments, manage files, and perform other administrative duties. By coordinating office activities and operations, they enable staff to focus on their primary responsibilities, thereby increasing productivity across the board. An ideal candidate should be detail-oriented, proficient in office software, and have excellent organizational and communication skills. This role not only requires a proactive attitude but also the ability to handle confidential information with integrity and professionalism.

Responsibilities

• Manage and organize office communications, including emails, phone calls, and other correspondence.
• Schedule and coordinate appointments, meetings, and events for staff and managers.
• Maintain office filing systems, both electronic and physical, for quick retrieval of information.
• Prepare and edit documents, reports, and presentations as needed by office personnel.
• Assist in the preparation and distribution of office guidelines, procedures, and policy documents.
• Oversee office supply inventory, order new supplies, and ensure optimal office resource management.
• Ensure the office environment is safe, tidy, and comfortable for all employees and visitors.
• Handle travel arrangements, including booking flights, hotels, and transportation for executives.
• Support HR functions such as onboarding processes, filing employee documentation, and record management.
• Provide administrative support to different departments as needed and assist with special projects.
• Liaise with vendors, clients, and other external stakeholders on administrative matters.
• Develop and maintain office procedures to improve operational efficiency and productivity.

Requirements

• High school diploma or equivalent; an associate's or bachelor's degree is a plus.
• Proficiency in using MS Office Suite including Word, Excel, and Outlook.
• Previous experience as an administrative assistant or in a related office role.
• Strong organizational and time-management skills for handling responsibilities effectively.
• Excellent communication skills, both verbal and written, are essential.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail in managing tasks and processes efficiently.
• Capable of working independently as well as part of a team in a dynamic environment.
• Positive and proactive attitude with a willingness to undertake diverse tasks.