Administrative Assistant (225-909)

An Administrative Assistant is a fundamental role within an organization, acting as the backbone of office operations. This position requires a professional who can manage multiple tasks efficiently, providing vital support to executives, managers, and other employees. The role is crucial for maintaining organizational flow, ensuring that the office functions smoothly by handling clerical tasks, scheduling, customer service, and communications. Being an Administrative Assistant demands high organizational skills, meticulous attention to detail, and the ability to work under pressure. This role requires constant interaction with different departments and external partners, making communication skills equally crucial. Administrative Assistants play a vital part in supporting business continuity and contributing to creating a productive and positive workplace environment.

Responsibilities

• Schedule and coordinate meetings, appointments, and travel arrangements for managers and executives.
• Prepare and edit correspondence, communications, presentations, and other documents as needed.
• Maintain office supplies inventory by checking stock and ordering supplies when needed.
• Answer and manage incoming calls and forward them to respective departments as required.
• Ensure the operation of office equipment by completing preventive maintenance requirements.
• Facilitate internal communications and serve as a liaison among different departments.
• Assist in the preparation of regularly scheduled reports for various stakeholders.
• Coordinate the flow of information both internally and externally manage confidentiality accordingly.
• Provide assistance and support to executives and senior administrative staff as needed.
• Organize and schedule appointments efficiently to optimize use of managers' time.
• Develop and maintain a filing system ensuring documentation is easily accessible.
• Assist with special projects, providing research and administrative support as necessary.

Requirements

• Proven experience as an Administrative Assistant or in a relevant administrative role.
• Familiarity with office management procedures and basic accounting principles.
• Proficiency in MS Office Suite including Word, Excel, PowerPoint, and Outlook.
• Excellent written and verbal communication skills with keen attention to detail.
• Strong organizational and planning skills in a fast-paced environment.
• Ability to multi-task and manage time effectively to handle multiple priorities.
• High school diploma; additional qualifications as an Administrative assistant or Secretary will be a plus.