Administrative Assistant Philadelphia, PA

Administrative Assistant

We are looking for an Administrative Assistant to support daily office operations and help keep administrative workflows running smoothly in Philadelphia, Pennsylvania. This long-term contract position is ideal for someone who is organized, responsive, and comfortable managing multiple priorities in a fast-paced setting. The person in this role will provide front-office support, maintain accurate records, coordinate scheduling, and assist with a range of clerical and departmental tasks.

Responsibilities:

• Review incoming materials from external sources and route information appropriately for follow-up.
• Manage and prioritize assigned administrative work to ensure tasks are completed accurately and on schedule.
• Enter and maintain records while following established confidentiality and document-handling standards.
• Oversee calendars, schedule appointments, and help coordinate day-to-day meeting logistics.
• Arrange meetings, capture key discussion points, and distribute clear meeting notes to attendees.
• Prepare routine correspondence, reports, and forms, and handle copying, scanning, faxing, and document filing as needed.
• Build and update spreadsheets, logs, and tracking tools to support departmental organization and reporting.
• Welcome visitors, assess their needs, and direct them to the appropriate team or department.
• Monitor office supply levels and place orders to keep the department properly stocked.