Administrative Assistant

We are seeking a proactive and organized Administrative Assistant to join our team. The ideal candidate will provide efficient administrative support, possess excellent communication skills, and be proficient in office management tasks. The Administrative Assistant will play a key role in ensuring the smooth operation of our office, managing tasks with precision, and contributing to a positive work environment.

Responsibilities:

1. Office Management:
   • Maintain and organize office supplies, equipment, and facilities.
   • Coordinate office services, including cleaning, maintenance, and repairs.
2. Calendar Management:
   • Schedule and coordinate appointments, meetings, and events.
   • Manage executives' calendars, ensuring effective time management.
3. Communication Handling:
   • Screen and direct phone calls and emails to the appropriate parties.
   • Draft and proofread emails, letters, and other communications.
4. Travel Arrangements:
   • Coordinate travel arrangements for staff, including flights, accommodations, and transportation.
   • Prepare travel itineraries and ensure timely expense reporting.
5. Document Management:
   • Organize and maintain physical and digital files, ensuring accessibility and confidentiality.
   • Assist in document creation, formatting, and editing.
6. Meeting Support:
   • Prepare meeting agendas, attend meetings, and record minutes.
   • Coordinate logistics for internal and external meetings.
7. Visitor Reception:
   • Greet and assist visitors, ensuring a positive and professional experience.
   • Manage visitor access and security protocols.
8. Data Entry and Record Keeping:
   • Enter and update information in databases, spreadsheets, and other records.
   • Ensure data accuracy and integrity.
9. General Support:
   • Provide general administrative support to team members as needed.
   • Handle ad hoc tasks and projects to support the overall efficiency of the office.

Requirements:

• High school diploma or equivalent; additional education or certifications in office administration is a plus.
• Proven experience as an Administrative Assistant or in a similar role.
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and multitasking skills.
• Excellent written and verbal communication abilities.
• Attention to detail and accuracy in all tasks.
• Professional demeanor and strong interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information.
• Adaptability and willingness to take on diverse responsibilities.