Administrative Assistant

Job Description

Job Description

Administrative Assistant Job Description

Job Title: Administrative Assistant

Department: Administration

Reports To: Department Manager

Work Days: Monday - Friday 9am - 530pm 

Job Summary

The Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the office. This role involves managing communications, organizing schedules and records, preparing documents, coordinating meetings, and assisting staff with day-to-day administrative needs.

Key Responsibilities

• Answer and direct phone calls, emails, and general inquiries.
• Schedule appointments, meetings, and maintain calendars.
• Prepare correspondence, reports, presentations, and other documents.
• Maintain organized electronic and physical filing systems.
• Perform data entry and keep records accurate and up to date.
• Coordinate meetings, including preparing agendas and taking minutes when required.
• Order and maintain office supplies and equipment.
• Receive visitors and provide professional customer service.
• Handle incoming and outgoing mail and deliveries.
• Assist with travel arrangements and expense reports.
• Maintain confidentiality of sensitive company and employee information.
• Support managers and other team members with administrative tasks and special projects.
• Communicate with clients, vendors, and internal departments as needed.

Qualifications

• High school diploma or equivalent; associate or bachelor's degree is an advantage.
• Previous administrative or office experience preferred.
• Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail and accuracy.
• Ability to prioritize tasks and meet deadlines.
• Professional, dependable, and able to maintain confidentiality.
• Ability to work independently and collaboratively as part of a team.

Preferred Skills

• Customer service and interpersonal skills.
• Calendar and meeting management.
• Data entry and record keeping.
• Ability to learn new office software and systems quickly.
• Strong problem-solving and multitasking skills.

Working Conditions

This position is typically performed in an office environment and may require extended periods of computer use, communication with employees and customers, and handling multiple administrative priorities. Sitting at a desk for long periods of time.