Administrative Assistant (225-729)

An Administrative Assistant plays a crucial role in ensuring the smooth operation of an office or department. This position is responsible for supporting executives, managers, and other staff members by handling a variety of tasks and responsibilities. The Administrative Assistant is often the first point of contact for clients and visitors, and thus, must represent the organization professionally. This role involves managing communications, scheduling appointments, organizing files, and performing other clerical and administrative duties as needed. The ideal candidate possesses strong organizational and multitasking skills, along with excellent communication and interpersonal abilities, to efficiently manage a range of tasks and projects.

Responsibilities

• Provide administrative support to ensure efficient office operations are maintained.
• Schedule and coordinate meetings, appointments, and travel arrangements for executives.
• Prepare and edit correspondence, reports, memos, and emails as required.
• Answer and direct phone calls, providing basic information or taking messages.
• Coordinate office activities and operations to ensure efficiency and compliance.
• Maintain accurate and organized filing systems for both electronic and hard copy documents.
• Assist in the preparation of regularly scheduled reports and presentations.
• Order office supplies and research potential vendors, ensuring cost-effectiveness.
• Handle sensitive information in a confidential manner, maintaining discretion.
• Liaise with external partners and internal departments to facilitate communication.
• Monitor and record expenses, ensuring budget compliance and accuracy.
• Support team members by assisting with various administrative projects and tasks.

Requirements

• High school diploma or equivalent; additional qualifications preferred.
• Proven experience as an administrative assistant or office assistant.
• Strong organizational and time-management skills; ability to multitask.
• Excellent written and verbal communication skills are required.
• Proficient in MS Office (Word, Excel, PowerPoint, and Outlook) applications.
• Detail-oriented with the ability to handle confidential information discreetly.
• Familiarity with office equipment, such as printers and copy machines.