Administrative Assistant (225-919)

We are seeking a highly organized and detail-oriented Administrative Assistant to join our dynamic team. The ideal candidate will be responsible for providing comprehensive administrative support to ensure efficient operation of the office. This role requires multitasking across a range of support functions to help management and staff. The Administrative Assistant should be comfortable working in a team environment yet possess the ability to diligently execute tasks independently. This role is essential for maintaining a conducive work environment and ensuring company procedures run smoothly. The candidate must have excellent communication skills, a proactive approach to problem-solving, and a strong ability to prioritize a diverse workload efficiently.

Responsibilities

• Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors.
• Assist in the preparation of regularly scheduled reports, ensuring timely and accurate completion.
• Develop and maintain a filing system for correspondence, documents, and records, both electronic and physical.
• Answer and direct phone calls, take messages, or set up conference calls as required.
• Maintain office supply inventory and place orders for office resources as needed.
• Provide general support to visitors, ensuring they are greeted and assisted efficiently.
• Produce and distribute correspondence memos, letters, faxes, and forms as necessary.
• Handle sensitive information confidentially, ensuring privacy and security of data.
• Coordinate and manage all administrative aspects of office projects, from inception to completion.
• Update and maintain office policies and procedures to improve organizational processes.
• Conduct research and compile data to prepare papers for consideration, presentation, and decision-making.
• Compile, verify, and analyze information for use in documents such as memos, emails, and reports.

Requirements

• High school diploma or equivalent; additional qualification as an Administrative assistant is a plus.
• Proven experience as an Administrative Assistant or in a secretarial role.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Excellent time management skills with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills required for effective correspondence.
• Attention to detail and problem-solving skills with a systematic work approach.
• Ability to handle a fast-paced work environment with multiple deadlines.