Administrative Assistant

Job DescriptionJob Description

• Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time sensitive material.

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  Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. This role will report to the Manager, Office & Culture for Farson Enterprises

  Administrative assistant responsibilities:

• Answer and direct phone calls
• Coordinate appointments and schedules and Partners calendars
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes, and forms
• Co-ordinate schedules, appointments and bookings
• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements
• Attending business travel meetings
• Provide general support to visitors
• Handle multiple projects
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain 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 assisting all team members when needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Ensure security, integrity and confidentiality of data
• Book conference calls, rooms, couriers, etc.
• Cover the reception desk when required
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Coordinate office procedures
• Reply to email, telephone, or face to face inquiries
• Arranges travel processes, including flight and hotel booking, and car rentals for Partners
• Receive, sort, and distribute the mail
• Manage staff appointments
• Greet and assist visitors to the office
• Photocopy and print out documents on behalf of other colleagues
• Provide polite and professional communication
• Maintain xhqgsiq office flow
• Organize, maintain, and distribute documents

• Administrative assistant requirements:

• Proven administrative or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• Proficient in Powerpoint
• At least 5 years of experience in the field or in a related area
• College Degree
• Notary or ability and willingness to become one