What are the responsibilities and job description for the Administrative Assistant position at Hurricane Builders?
The Administrative Assistant plays a vital role in ensuring the efficient operation of the office or department.
Key Responsibilities:
- Schedule Management: Manages calendars, schedules appointments, and coordinates meetings for executives or department heads. Ensures all meetings are well-organized and on time.
- Correspondence: Handles incoming and outgoing communications, including emails, phone calls, and mail. Drafts and proofs documents, letters, and reports.
- Data Entry and Filing: Maintains accurate records by entering data into spreadsheets, databases, or other systems. Organizes and maintains physical and electronic filing systems.
- Office Organization: Ensures office supplies are stocked and available, orders supplies when necessary, and maintains office equipment in good working condition.
- Meeting Support: Prepares meeting agendas, takes minutes during meetings, and distributes meeting notes to appropriate parties.
- Customer Service: Serves as the first point of contact for visitors or clients, provides assistance, and ensures a welcoming environment.
- Travel Arrangements: Coordinates travel arrangements, including booking flights, hotels, and transportation for staff or executives.
- Project Assistance: Assists with various administrative tasks related to projects, such as researching information, preparing reports, or tracking progress.
- Expense Management: Processes expense reports and invoices, ensuring they are accurate and submitted on time for reimbursement or payment.
- Confidentiality: Handles sensitive information with discretion and maintains confidentiality in all tasks.
- Collaboration: Works with other departments or teams to support overall business operations and assists with various administrative needs.
Requirements:
- Education: High school diploma or equivalent required; associates or bachelors degree in business administration or a related field preferred.
- Experience: Previous experience in an administrative or office support role is preferred.
- Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite, and office management software. Familiarity with CRM systems or project management tools is a plus.
- Communication: Excellent written and verbal communication skills to interact effectively with clients, team members, and management.
- Organization: Strong organizational and multitasking skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
- Attention to Detail: High level of accuracy in managing schedules, filing documents, and completing tasks.
- Problem-Solving: Able to handle challenges with a calm, professional demeanor and find effective solutions.
- Customer Service: Strong interpersonal skills to provide professional and friendly service to clients and visitors.
Working Conditions:
- Full-time position, typically working 40 hours per week.
- Office-based or remote (depending on the employer's needs).
- Occasional evening or weekend work may be required to meet deadlines or attend special events.
Preferred Qualifications:
- Experience with Office Management Tools: Knowledge of office management software such as Microsoft Teams, Slack, or Trello.
- Project Management Skills: Ability to assist with tracking and managing multiple projects simultaneously.
- Language Skills: Proficiency in a second language may be beneficial, especially in international or diverse workplace settings.
