Administrative Assistant - Eastpointe

The Administrative Assistant plays a key role in supporting the smooth and efficient operation of the office by providing a wide range of administrative tasks. This position involves managing schedules, handling correspondence, organizing office activities, and performing general clerical duties. The ideal candidate is highly organized, detail-oriented, and possesses excellent communication and interpersonal skills.

Key Responsibilities:

1. Office Support and Organization

1. • Manage and organize daily office operations to ensure smooth and efficient workflows.
   • Maintain filing systems (both digital and physical) for documents, records, and other important materials.
   • Handle and prioritize incoming mail, emails, phone calls, and messages.
   • Order office supplies and equipment, maintaining an inventory and ensuring all office needs are met.

1. Calendar and Schedule Management

1. • Schedule appointments, meetings, and conference calls for executives or other staff members.
   • Prepare and organize meeting agendas, materials, and necessary reports in advance.
   • Coordinate travel arrangements, including flight bookings, accommodations, and itineraries.
   • Manage meeting rooms and ensure equipment and supplies are set up for meetings.

1. Communication and Correspondence

1. • Draft, proofread, and send professional emails, memos, and reports.
   • Serve as a point of contact between executives, staff, clients, and vendors.
   • Prepare and manage internal and external communications, ensuring all correspondence is timely and accurate.

1. Document Preparation and Record-Keeping

1. • Create, format, and edit documents such as presentations, spreadsheets, and reports.
   • Assist in compiling, organizing, and updating data for various departments or teams.
   • Ensure that all confidential information is stored and handled according to company policies.

1. Event Coordination

1. • Assist in planning and coordinating company events, meetings, conferences, and team-building activities.
   • Organize logistics such as catering, transportation, and event registration.

1. Administrative Support for Leadership Team

1. • Provide administrative assistance to senior leadership, including scheduling meetings, preparing documents, and managing special projects.
   • Take meeting minutes and follow up on action items as needed.

1. Customer Service & Client Relations

1. • Greet and assist visitors in a professional and friendly manner.
   • Address client inquiries and route them to the appropriate person or department.

1. Other Administrative Tasks

1. • Assist with payroll processing, invoicing, and basic financial reporting as needed.
   • Support the recruitment and onboarding process, including scheduling interviews and preparing new hire documentation.
   • Assist in maintaining office safety protocols and organizational compliance with relevant policies.

Qualifications:

• Education: High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
• Experience: Previous administrative or office support experience (1-3 years preferred).
• Technical Skills: 

• • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Familiarity with office equipment (printers, copiers, fax machines).
  • Experience with office management software 

• Communication: Strong verbal and written communication skills with a professional demeanor.
• Organization: Exceptional organizational skills with the ability to multitask and prioritize effectively.
• Attention to Detail: High level of accuracy and attention to detail in all tasks and communications.
• Problem-Solving: Ability to address office challenges with a proactive and solutions-oriented approach.
• Confidentiality: Ability to handle sensitive information with discretion and professionalism.
• Interpersonal Skills: Friendly and approachable personality with strong collaboration skills.

Desired Attributes:

• Time Management: Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Adaptability: Willingness to take on a variety of tasks and adapt to changes as needed.
• Team Player: Works well both independently and as part of a team to achieve office goals.
• Customer-Focused: Provides excellent customer service to both internal and external stakeholders.