administrative assistant

Job Overview: As an Administrative Assistant, you will play a key role in ensuring the smooth functioning of our office by handling various administrative tasks and providing support to management and staff. You will be responsible for managing incoming calls and emails, scheduling appointments and meetings, maintaining office supplies, and assisting with day-to-day administrative duties.

Responsibilities:

1. Answer and Direct Phone Calls:
   • Manage incoming calls and direct them to the appropriate person or department.
   • Take messages and relay them accurately to the intended recipient.
2. Manage Correspondence:
   • Respond to emails and letters in a timely manner.
   • Draft and edit documents, memos, and correspondence as needed.
3. Schedule Appointments and Meetings:
   • Coordinate schedules and calendars for management and staff.
   • Schedule appointments, meetings, and conference calls, and send out meeting invitations.
4. Maintain Office Supplies:
   • Monitor inventory levels and order office supplies as needed.
   • Ensure the office is well-stocked with essential supplies and equipment.
5. Organize and Maintain Files:
   • Create and maintain organized filing systems, both physical and electronic.
   • File documents and records accurately and efficiently for easy retrieval.
6. Assist with Administrative Tasks:
   • Assist with photocopying, scanning, and faxing documents.
   • Handle incoming and outgoing mail, including sorting, distributing, and processing.
7. Provide Administrative Support:
   • Assist management and staff with administrative tasks as needed.
   • Coordinate travel arrangements and accommodations for staff or clients.
8. Ensure Office Efficiency:
   • Monitor office operations and suggest improvements to enhance efficiency.
   • Identify and resolve administrative problems in a timely manner.

Qualifications:

• 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).
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Excellent verbal and written communication skills.
• Ability to multitask and prioritize tasks effectively.
• Professional demeanor and positive attitude.
• Ability to maintain confidentiality of sensitive information