Description

Administrative assistant duties and responsibilities include providing administrative support to ensure the efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

Ability to effectively communicate via phone and email, ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and promptly. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals; a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.

Answer and direct phone calls

Organize and schedule appointments and meetings

Maintain contact lists

Produce and distribute correspondence memos, letters, faxes, and forms

Assist in the preparation of regularly scheduled reports

Develop and maintain a filing system

Order office supplies

Book travel arrangements

Submit and reconcile expense reports

Provide general support to visitors

Provide information by answering questions and requests

Take dictation

Research and creates presentations

Generate reports

Handle multiple projects

Prepare and monitor invoices

Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities

Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

Contribute to team effort by accomplishing related results as needed

Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

Organize travel arrangements for senior managers

Write letters and emails on behalf of other office staff

Book conference calls, rooms, taxis, couriers, hotels, etc.

Cover the reception desk when required

Maintain computer and manual filing systems

Handle sensitive information in a confidential manner

Take accurate minutes of meetings

Coordinate office procedures

Reply to email, telephone, or face to face inquiries

Develop and update administrative systems to make them more efficient

Resolve administrative problems

Receive, sort, and distribute the mail

Answer telephone calls and pass them on

Manage staff appointments

Oversee and supervise the work of junior staff

Maintain up-to-date employee holiday records

Coordinate repairs to office equipment

Greet and assist visitors to the office

Photocopy and print out documents on behalf of other colleagues

Provide polite and professional communication

Implement clerical duties and administrative processes

Conduct data entry

Confirm restaurant reservations for senior staff

Requirements

Proven admin or assistant experience

Knowledge of office management systems and procedures

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and problem solving skills

Excellent written and verbal communication skills

Strong organizational and planning skills

Proficient in MS Office

At least 7 years of experience in the field or in a related area

High school diploma or equivalent; college degree preferred