Administrative Assistant

General Overview 

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.

Responsibilities

  • Answer and direct phone calls

  • Organize and schedule meetings, appointments, and travel arrangements for senior managers

  • Maintain contact lists

  • Produce and distribute correspondence memos, letters, faxes and forms

  • Assist in the preparation of regularly scheduled reports

  • Develop and maintain a filing system

  • Order office supplies

  • Book travel arrangements

  • Provide general support to visitors

  • Provide information by answering questions and requests

  • Research and creates presentations

  • Generate reports

  • Handle multiple projects

  • Prepare and monitor invoices

  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

  • Write letters and emails on behalf of other office staff

  • Book conference calls, rooms, taxis, couriers, hotels etc.  

  • Maintain computer and manual filing systems

  • Handle sensitive information in a confidential manner

  • Answer telephone calls and pass them on

  • Manage staff appointments

Competencies

  • Proven admin or assistant experience

  • Knowledge of office management systems and procedures

  • Excellent time management skills and ability to multi-task and prioritize work

  • Attention to detail and problem solving skills

  • Excellent written and verbal communication skills

  • Strong organizational and planning skills

  • Proficient in MS Office

  • At least 3 years of experience in the field or in a related area

  • High school diploma or equivalent; college degree preferred

Compensation / Benefits

  • $13.00 - $18.00 / hour DOE

  • Starting at 20 hours per week

  • Monday, Tuesday, Thursday + Friday 10a-3pm


 

Administrative Assistant Application

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