Administrative Assistant

Skills Needed

Description

Job Title: Administrative Assistant

Department: Operations

Reports to: Office Manager / Department Head

Position Summary:

We are seeking a highly organized and motivated Administrative Assistant to provide comprehensive administrative and clerical support to our team. The Administrative Assistant will be responsible for a variety of tasks, ensuring the smooth and efficient operation of the office. The ideal candidate will be a proactive problem-solver with exceptional communication skills and a meticulous attention to detail.

Key Responsibilities:

• General Office Support: Serve as the first point of contact for visitors and callers, managing incoming phone calls and correspondence.

• Scheduling and Coordination: Manage calendars, schedule appointments and meetings, and coordinate travel arrangements as needed.

• Document Management: Prepare and edit correspondence, reports, presentations, and other documents. Maintain and organize both physical and digital filing systems.

• Meeting Support: Prepare agendas, take meeting minutes, and distribute information to all relevant parties.

• Inventory & Supplies: Monitor and maintain office supply inventory, placing orders as necessary to ensure the office is fully stocked.

• Data Entry: Perform accurate data entry and maintain various databases.

• Project Assistance: Provide administrative support for special projects and events.

• Office Maintenance: Ensure the common areas of the office are tidy and presentable.

Qualifications:

• High school diploma or equivalent; an associate's or bachelor's degree is a plus.

• Proven experience as an administrative assistant, virtual assistant, or in a related role.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is required.

• Strong organizational and time management skills with the ability to prioritize tasks.

• Excellent verbal and written communication skills.

• A professional and courteous demeanor with strong interpersonal skills.

• Ability to work independently and as a member of a team.

• High level of discretion and confidentiality.

Physical Requirements:

• Ability to sit at a desk and work on a computer for extended periods.

• Occasional lifting of files and supplies, up to 15 pounds.

• Ability to navigate a typical office environment.