Job Details
The Administrative Assistant provides administrative support to ensure efficient operation of the office. The role involves a variety of tasks including answering and directing phone calls, organizing and scheduling appointments, managing files and documents, and providing support to managers and employees.
Responsibilities:
- Manage incoming calls and route them to the appropriate person or department. Take messages when necessary.
- Schedule appointments and meetings for managers and staff members. Coordinate meeting rooms and necessary resources.
- Maintain and update filing systems, both electronic and physical. Ensure documents are organized and easily accessible.
- Draft and distribute emails, memos, letters, and other documents. Handle incoming and outgoing mail.
- Input and update information in databases and spreadsheets. Maintain accurate records.
- Monitor and order office supplies. Coordinate with vendors for maintenance and repairs.
- Provide administrative support to managers, including scheduling meetings, preparing reports, and making travel arrangements.
- Assist with the planning and coordination of office events, meetings, and conferences.
- Assist clients, visitors, and employees with inquiries and requests.
- Perform other administrative duties as assigned.
Requirements:
- High school diploma or equivalent; associate's or bachelor's degree preferred.
- Proven experience as an administrative assistant or in a similar role.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Strong organizational and multitasking skills.
- Excellent communication skills, both written and verbal.
- Attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Discretion and confidentiality when handling sensitive information.