Administrative Assistant

About the Role

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office and directly supporting the functions of other departments. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material. Ability to effectively communicate via phone and email ensures duties are completed accurately, with high quality, and in a timely manner. Also answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Relies on experience and judgment to plan and accomplish goals, with a wide degree of creativity and latitude expected.

Responsibilities

• Answer and direct phone calls
• Greet and assist visitors to the office
• Act as the point of contact for internal and external clients
• Liaise with other office personnel to handle requests and queries from senior managers
• Provide information by answering questions and requests
• Schedule and organize complex activities such as meetings, travel, conferences, and department activities for all members of the department
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Research and create presentations
• Plan meetings and take detailed minutes
• Take dictation
• Book travel arrangements
• Provide bookkeeping support, which may include matching documents, reconciling subledgers to supporting documents, reconciling expense reports, and other accounting-related duties
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Receive, sort, and distribute the mail
• Work independently and within a team on special nonrecurring and ongoing projects
• Act as project manager for special projects, which may include planning and coordinating employee events/activities, disseminating information, coordinating direct mailings, creating brochures, etc.
• Handle multiple projects
• Responsible for all other tasks/duties as assigned or necessary to successfully meet the goals and mission of the organization

Requirements

• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

Qualifications

• Proven experience as an administrative assistant or office administrative assistant
• At least 3 years of experience in the field or in a related area
• Bookkeeping and/or accounting experience preferred
• High School degree; additional qualification as an Administrative Assistant will be a plus

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Frequent use of hands and fingers for typing and data entry
• Occasional standing, walking, and reaching
• Ability to lift up to 10–15 pounds, if applicable
• Visual acuity to view screens and read documents