Administrative Assistant

Administrative Assistant Job Description

An administrative assistant provides essential support to teams and departments within an organization, ensuring that day-to-day operations run smoothly. This role involves handling a variety of clerical, organizational, and operational tasks to support both the efficiency of the office and the team members.

Key Responsibilities:

• Office Administration
• Manage day-to-day office operations, including ordering supplies, maintaining office equipment, and managing office facilities. Responsible for overseeing purchase orders and approvals.
• Ensure the smooth functioning of the office by coordinating internal activities and assisting with any operational issues.
• Scheduling and Calendar Management
• Arrange appointments, meetings, and conferences for management.
• Maintain calendars, set reminders, and resolve scheduling conflicts.
• Prepare meeting rooms and materials, including agendas, presentations, and minutes.
• Communication and Correspondence
• Answer phone calls, take messages, and direct inquiries to the appropriate personnel.
• Draft, proofread, and send emails, letters, and other correspondence on behalf of management.
• Handle incoming and outgoing mail, packages, and deliveries.
• Document Preparation and Filing
• Prepare reports, presentations, and other documents as required.
• Ensure that documents are accurately filed and up to date.
• Meeting and Event Coordination
• Organize logistics for meetings, workshops, and corporate events, including venue bookings, catering, and attendee management.
• Assist with event promotion and registration (internal or external events).
• Prepare meeting materials such as presentations, reports, and handouts.
• Customer and Client Relations
• Greet clients and visitors and provide them with the necessary information or direct them to the appropriate person.
• Handle client or vendor inquiries professionally and follow up as needed.
• Maintain positive relationships with key stakeholders.
• Financial and Budget Support
• Assist with tracking and processing invoices, receipts, and expense reports.
• Maintain records of office budgets and expenditures.
• Travel and Logistics
• Arrange travel, accommodations, and itineraries for staff or visitors.
• Prepare travel schedules and provide assistance with travel-related documents (e.g., tickets, accommodations).
• General Support
• Provide administrative support to various teams, including Executive Leadership, finance, and public relations.
• Assist with ad-hoc projects or tasks, depending on business needs.
• Handle special assignments and research as directed by management.

Key Skills and Qualifications:

• Organizational Skills: Ability to manage multiple tasks efficiently and meet deadlines.
• Communication Skills: Clear written and verbal communication skills for interacting with staff, clients, and visitors.
• Technical Proficiency: Familiarity with office software (e.g., Microsoft Office Suite, Google Workspace) and basic knowledge of office equipment.
• Attention to Detail: Ability to maintain accuracy in data entry, document preparation, and file management.
• Problem-Solving Skills: Ability to think on your feet and find solutions to challenges as they arise.
• Customer Service: A friendly, professional demeanor and a helpful attitude when interacting with clients or staff.
• Time Management: Proficient in managing your time and prioritizing tasks effectively.
• Discretion and Confidentiality: Handling sensitive information with respect and professionalism.

Education and Experience Requirements:

• Education: A high school diploma or equivalent is required. A college degree in business administration, communications, or a related field is preferred.
• Experience: Previous experience in an administrative role is desirable, but not required.

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Benefits:

• 401(k) matching
• Employee assistance program
• Flexible schedule
• Retirement plan

Schedule:

• 8 hour shift

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $15 - $20