Administrative Assistant

Job Title:
Administrative Assistant

? Job Summary

The Administrative Assistant provides essential support to ensure the efficient operation of the office, department, or company leadership. This position involves a wide range of duties including organizational, clerical, and administrative tasks. The ideal candidate is proactive, highly organized, detail-oriented, and capable of managing multiple projects simultaneously with minimal supervision.

? Key Responsibilities

• Office Management:
• Maintain and organize physical and electronic files and records.
• Manage office supplies inventory; place orders and ensure stock levels are maintained.
• Coordinate and schedule maintenance or repairs for office equipment (e.g., copiers, printers).
• Sort and distribute incoming/outgoing mail, packages, and deliveries.

Communication & Scheduling:

• Answer and direct phone calls, taking messages as necessary.
• Manage and maintain calendars, schedule appointments, and coordinate internal and external meetings.
• Draft, proofread, and prepare professional correspondence, reports, presentations, and documents.
• Act as a point of contact for internal staff, clients, and external vendors.
• Meeting & Travel Coordination:
• Prepare meeting materials, agendas, and minutes; ensure all necessary resources are available.
• Coordinate and book domestic and international travel arrangements (flights, hotels, ground transportation).
• Prepare and process expense reports for executives or staff.
• Financial & Data Support (as needed):
• Assist with basic bookkeeping tasks, such as processing invoices, tracking expenses, or preparing billing.
• Manage and update databases or contact lists.
• General Support:
• Assist in planning and executing company events, meetings, or employee functions.
• Provide general administrative and clerical support to other departments as needed.
  
  ? Required Qualifications
  • Education: High school diploma or equivalent;
    Associate's or Bachelor's degree preferred.
  • Experience: [1-3] years of proven experience as an Administrative Assistant, Secretary, or in a similar administrative role.
  • Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace.
  • Experience with standard office equipment (e.g., multi-line phone systems, copiers, scanners).
  • Familiarity with scheduling software (e.g., Google Calendar, Microsoft Exchange).
• Soft Skills:
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities.
• High level of discretion and professionalism when handling confidential information.
• Ability to work independently, prioritize tasks effectively, and meet deadlines.