Administrative Assistant

Administrative Assistant

Job Summary:

The Administrative Assistant provides essential support to the office and helps ensure efficient day-to-day operations. This role involves performing a variety of administrative and clerical tasks, managing communications, organizing files, and supporting both management and staff. The ideal candidate will be organized, detail-oriented, and able to handle multiple tasks with a high degree of professionalism and confidentiality.

Key Responsibilities:

• Serve as the first point of contact for clients, visitors, and external stakeholders, managing phone calls, emails, and in-person inquiries.
• Perform general office duties, such as answering phones, managing correspondence, scheduling appointments, and maintaining office supplies.
• Organize and maintain electronic and physical files, ensuring accurate record-keeping and retrieval of information.
• Prepare and edit documents, reports, and presentations, often using word processing, spreadsheet.
• Assist in data entry and updating office databases, ensuring all information is accurate and up-to-date.
• Process incoming and outgoing mail and packages, ensuring timely delivery and tracking of documents.
• Support HR or finance teams by handling administrative tasks such as onboarding paperwork, timekeeping, and expense reports.
• Monitor office inventory and order supplies as needed, ensuring stock levels are maintained.
• Maintain a clean and organized office environment, coordinating with vendors for office maintenance as necessary.
• Handle sensitive and confidential information with discretion.

Qualifications:

• High school diploma or equivalent; Associate’s degree or relevant certification is a plus.
• Proven experience as an Administrative Assistant, Office Assistant, or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office-related software.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize tasks efficiently in a fast-paced environment.
• Professional attitude and appearance, with strong customer service skills.
• Ability to work independently and as part of a team.
• Basic knowledge of office equipment, such as copiers, scanners, and fax machines.