Administrative Assistant (225-726)

The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of an organization. This position involves handling a variety of administrative tasks necessary for the daily functioning of the company. An Administrative Assistant is often the first person clients and partners interact with and thus serves as a representative of the company’s professionalism and efficiency. This role demands not only strong organizational skills but also excellent communication capabilities, as the assistant often acts as the intermediary between various departments and external entities. Additionally, the position may include managing schedules, handling correspondence, and maintaining records. The ideal candidate will possess a keen attention to detail, be able to juggle multiple priorities, and have a proactive approach to problem-solving.

Responsibilities

• Manage and organize executives' calendars and appointment schedules effectively.
• Screen and prioritize incoming phone calls and redirect them accordingly.
• Prepare meeting agendas, take comprehensive notes, and distribute minutes.
• Coordinate travel arrangements, including booking flights and accommodations.
• Maintain filing systems, both electronic and paper-based, for easy retrieval.
• Prepare and edit correspondence, communications, and other documents as needed.
• Handle sensitive information with the utmost confidentiality and discretion.
• Assist in the preparation and maintenance of administrative procedures and manuals.
• Track office supplies and place orders to ensure stock is maintained adequately.
• Coordinate and manage internal and external events, ensuring smooth execution.
• Support the HR department with onboarding processes and scheduling interviews.
• Facilitate communication between management and staff to ensure efficient information flow.

Requirements

• High school diploma or equivalent; additional qualification preferred.
• Proven experience as an Administrative Assistant or in a similar role.
• Proficiency in MS Office Suite, including Word, Excel, and PowerPoint.
• Excellent time management skills and ability to prioritize tasks effectively.
• Strong communication skills, both verbal and written, are essential.
• Attention to detail and problem-solving skills are crucial for this role.
• Must exhibit a high level of professionalism and discretion at all times.