Administrative Assistant

Job Summary:
As an Administrative Assistant, you will provide administrative support to ensure efficient operation of the office or department. You will assist managers and employees through a variety of tasks related to organization, communication, and coordination.
Responsibilities:

• Office Management: Maintain office supplies, equipment, and facilities. Ensure a clean and organized workspace for employees and visitors.
• Scheduling: Manage calendars, schedule appointments, and coordinate meetings. Prepare meeting rooms and materials as needed.
• Communication: Answer and direct phone calls, emails, and inquiries. Handle correspondence and communicate with internal and external stakeholders.
• Data Entry: Input and update data in databases, spreadsheets, and other software systems. Maintain accurate records and files.
• Document Preparation: Draft, format, and proofread documents, reports, presentations, and correspondence. Ensure accuracy and consistency in written communications.
• Travel Arrangements: Make travel arrangements, including booking flights, hotels, and transportation. Prepare travel itineraries and expense reports.
• Filing and Organization: File and retrieve documents, records, and reports. Maintain filing systems and ensure confidentiality of sensitive information.
• Meeting Support: Attend meetings, take minutes, and distribute notes or action items. Follow up on action items and deadlines as necessary.
• Administrative Projects: Assist with special projects, research assignments, and other administrative tasks as assigned.
• Customer Service: Provide excellent customer service to clients, visitors, and employees. Greet visitors, handle inquiries, and direct them to the appropriate person or department.
• Coordination: Coordinate with other departments or external vendors to facilitate workflow and collaboration. Act as a liaison between different teams or individuals.
• Problem Solving: Identify and resolve administrative issues or challenges in a timely and effective manner. Escalate complex issues to management as needed.

Qualifications:

• High school diploma or equivalent; associate or bachelor's degree preferred.
• Proven experience as an Administrative Assistant or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Attention to detail and accuracy in work.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality in handling sensitive information.
• Adaptability and willingness to learn new skills.