Administrative Assistant (225-917)

An Administrative Assistant plays a crucial role in ensuring the efficient operation of an office. They provide support to managers, colleagues, and office visitors through a variety of tasks related to organization and communication. A successful candidate will be highly organized, can adeptly handle multiple priorities, and possesses strong interpersonal skills for effectively interacting with internal and external stakeholders. This position requires someone who can manage administrative projects, maintain professional correspondence, and manage the day-to-day operations of the office with minimal supervision. Moreover, the Administrative Assistant is expected to comprehend and execute office procedures and technology, thereby acting as a cornerstone for an organized work environment. The role is vital for enhancing the operational efficiency and effectiveness of the organization.

Responsibilities

• Manage and organize office operations and procedures to ensure organizational efficiency.
• Schedule and coordinate meetings, appointments, and travel arrangements for executives.
• Prepare correspondence, reports, and presentations while maintaining accuracy and confidentiality.
• Answer phone calls, direct them to appropriate parties, and manage office communication systems.
• Maintain office supplies inventory by anticipating needed supplies and placing orders.
• Greet office visitors and direct them to the correct department or staff member.
• Handle incoming and outgoing mail and manage courier services efficiently.
• Assist in project coordination and management to meet deadlines effectively.
• Support budgeting and bookkeeping procedures for office expenses and petty cash.
• Manage electronic filing systems and ensure data accuracy and security.
• Conduct research and prepare reports for management with detailed findings and recommendations.
• Collaborate with IT to maintain office technology and troubleshoot minor office technology issues.

Requirements

• High School Diploma or equivalent education is required for this position.
• Proven experience as an Administrative Assistant or Office Manager is necessary.
• Proficiency in MS Office applications such as Word, Excel, and Outlook.
• Excellent written and verbal communication skills are essential for this role.
• Strong organizational skills with an ability to prioritize and manage time effectively.
• Attention to detail and problem-solving skills to ensure quality outcomes.
• Ability to work independently and handle stressful situations with professionalism.