Administrative Assistant II

About the role

Perform varied administrative activities, under general supervision, in support of individuals and/or a business area. Draft and prepare documents, schedule meetings or appointments, organize and maintain paper and electronic files, and manage and maintain calendars and schedules. Serve as a knowledgeable resource for questions regarding individuals and/or business areas being supported.

Responsibilities

• Answer telephones, give information to callers, take messages, or transfer calls to appropriate individuals
• Schedule meetings or appointments and update calendars
• Arrange staff meetings; coordinate in-office and offsite meetings, lunches, and events as needed
• Handle incoming and outgoing mail and faxes
• Make copies of correspondence and other printed material
• Compose, assemble, review, edit, and maintain documentation such as spreadsheets, presentations, emails, memos, reports, and other materials while ensuring grammar, punctuation, spelling standards, and internal style guidelines are maintained
• Produce and distribute scheduled and ad-hoc reports
• Perform basic bookkeeping (expense reporting, invoice processing)
• Maintain databases and filing systems, whether electronic or paper
• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, data entry, and other applications
• Order and maintain inventory of appropriate office and meeting supplies

Requirements

• High school diploma or equivalent
• 1 to 3 years of receptionist or administrative work experience
• Certification and/or license may be required during course of employment

Skills

• Proficiency with Microsoft Office Suite and company computer systems
• Customer service skills in a courteous, professional, and helpful manner
• Ability to respond courteously and efficiently to inquiries, complaints, and requests
• Clear and effective communication, both verbally and in writing
• Positive interpersonal skills and ability to work effectively with others
• Ability to maintain confidentiality of information
• Problem-solving ability
• Accuracy and attention to detail
• Multi-tasking ability
• Organizational skills — ability to organize time, energy, and resources effectively to achieve goals
• Ability to perform tasks and duties under general supervision
• Must be able to read, write, and speak English