Administrative Assistant

Provides administrative and clerical support to ensure efficient office operations and effective communication across departments. This role assists with scheduling, document management, customer service, and general office coordination while maintaining professionalism and organizational efficiency.

Responsibilities

• Provide administrative support to management and staff, including scheduling meetings and maintaining calendars.
• Answer and direct phone calls, emails, and other correspondence in a professional manner.
• Prepare, organize, and maintain documents, reports, spreadsheets, and filing systems.
• Assist with data entry, recordkeeping, and maintaining accurate office information.
• Utilize Microsoft Office applications, particularly Excel, to create, maintain, organize, and update spreadsheets, reports, records, and other administrative information.
• Utilize Adobe applications to prepare, edit, organize, and manage PDF documents, forms, and other business materials.
• Coordinate office supplies, equipment, and general administrative needs.
• Support meeting preparation, including agendas, materials, and meeting notes.
• Assist with travel arrangements, expense reports, and departmental coordination as needed.
• Greet visitors, clients, and vendors while providing excellent customer service.
• Maintain confidentiality of company records, employee information, and business operations.
• Collaborate with team members to support daily office functions and special projects.
• Perform additional duties as assigned.

Requirements

• High school diploma or GED required; associate degree or administrative experience preferred.
• 2-4 years of relevant experience.
• Strong organizational and time-management skills with attention to detail and accuracy.
• Excellent verbal, written, and interpersonal communication skills.
• Strong proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint, with extensive use of Microsoft Excel required.
• Proficiency in Adobe applications, including working with PDF documents and forms.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong customer service and problem-solving abilities.
• Ability to work independently and collaboratively within a team environment.
• Professional demeanor with the ability to maintain confidentiality and exercise sound judgment.
• Basic knowledge of office administrative procedures and equipment.
• Bilingual in English and Spanish required, including the ability to speak, read, and communicate effectively in both languages.
• Ability to pass pre-employment screenings such as background and motor vehicle record checks.
• Must be authorized to work in the United States on a full-time basis without current or future need for employer sponsorship.
• Ability to lift, carry, push, and pull at least 25 pounds.

Schedule

• Regular work schedule is 7:00 a.m. to 4:00 p.m., Monday through Friday, onsite at the administrative office.
• Ability to work overtime, modified schedules, or occasional weekends as business needs require.
• This is not a remote or hybrid position; all work is performed on-site and in person.

Benefits

• Competitive pay.
• Company 401K plan with employer contribution match.
• Company paid time off.
• Company paid life insurance.
• Choice of medical coverage including prescription and short-term disability plans.
• Choice of dental and vision coverage.
• Optional long-term disability, critical illness, accident, legal, and pet coverage.
• Auto and home insurance discount programs.

Work Environment

• Typical office environment, sitting at a desk and performing prolonged computer work, with occasional standing, walking, bending, and reaching.
• Must maintain dependable transportation and consistent, reliable attendance to meet customer service and operational needs.
• Ability to communicate in person, by phone, and electronically, including on a tablet, smartphone, and other office technology.
• Travel as required to support project and operational needs.