Administrative Assistant (225-829)

An Administrative Assistant plays a crucial role in ensuring the smooth functioning of an office or department by providing essential support to executives and staff. Typically, the Administrative Assistant manages various clerical tasks that foster an organized and efficient work environment. They are responsible for handling communications, scheduling, document management, and sometimes even supporting project-based work. Administrative Assistants must be detail-oriented and possess strong organizational skills to keep track of multiple tasks simultaneously. They often serve as the first point of contact for clients and stakeholders, which requires excellent interpersonal and communication skills. With a proactive approach to problem-solving and a keen awareness of the organization’s goals and objectives, Administrative Assistants significantly contribute to the overall productivity and success of the team.

Responsibilities

• Manage and organize incoming and outgoing office communications and correspondence.
• Schedule and coordinate meetings, appointments, and travel arrangements for executives.
• Maintain and update office records, databases, and filing systems accurately and efficiently.
• Provide administrative support to the management team and other staff members as required.
• Prepare and edit presentations, reports, and other documents for meetings and events.
• Coordinate office supplies inventory and place orders when necessary to maintain needed stock.
• Handle a variety of administrative tasks including data entry, photocopying, and mailing.
• Assist in budget management by tracking expenses and preparing financial reports.
• Maintain confidentiality of sensitive information and adhere to data protection policies.
• Facilitate internal and external communication to promote a smooth workflow.
• Provide customer service to clients and stakeholders by addressing inquiries promptly.
• Support special projects and take on additional administrative tasks as needed by management.

Requirements

• High school diploma or equivalent; a degree in business administration is preferred.
• Proven experience as an administrative assistant or similar relevant role is required.
• Proficiency in MS Office (MS Word, Excel, PowerPoint, and Outlook) is essential.
• Excellent verbal and written communication skills are necessary for success.
• Strong organizational and time-management skills with an ability to multitask effectively.
• Attention to detail and problem-solving skills are crucial for daily tasks.
• Ability to work independently and collaboratively within a fast-paced environment.
• Knowledge of office management systems and procedures is highly advantageous.