Administrative Assistant (225-906)

An Administrative Assistant plays a crucial role in ensuring the smooth operation of an organization by providing administrative support to various departments and executives. This position entails efficiently managing routine clerical and organizational tasks such as managing files, conducting research, scheduling appointments, and handling communications. Administrative Assistants serve as the backbone of an office, ensuring that operations run seamlessly and efficiently. The role requires a proactive approach, excellent organizational skills, and the ability to handle multiple tasks simultaneously. Successful candidates should demonstrate strong communication skills, attention to detail, and the ability to work independently as well as part of a team. A good administrative assistant will contribute significantly to the efficiency and productivity of their team and organization.

Responsibilities

• Answer telephone calls and direct them to appropriate parties or take messages.
• Schedule and coordinate meetings, appointments, and travel arrangements for managers.
• Prepare and modify documents, including correspondence, reports, drafts, memos, and emails.
• Maintain office filing systems, both electronic and physical, for easy retrieval of information.
• Organize and maintain inventory as well as place supply orders when necessary.
• Assist in preparation of regularly scheduled reports as demanded by management.
• Provide effective backup support to other departments during peak periods or as needed.
• Handle sensitive information in a confidential manner and maintain data privacy.
• Manage official correspondence by responding to emails, letters, and fax communications.
• Greeting visitors and determining whether they should be given access to specific individuals.
• Provide general support to visitors, ensuring an efficient first point of contact.
• Coordinate with IT support for office equipment setup and maintenance issues.

Requirements

• High school diploma or equivalent; additional qualifications in office administration are a plus.
• Proficiency in MS Office (MS Excel, MS Word, and MS Outlook, in particular).
• Proven administrative or assistant experience showcasing organizational efficiency.
• Strong written and verbal communication skills for effective communication.
• Ability to multi-task and prioritize tasks effectively in a fast-paced environment.
• Attention to detail, with strong organizational and problem-solving skills.
• Strong interpersonal skills, exhibiting professionalism and a positive attitude.