Administrative Assistant

Job Summary

We are seeking a dynamic and highly organized Administrative Assistant to join our team! This vital role offers an exciting opportunity to support daily office operations, enhance workflow efficiency, and provide exceptional customer service. The ideal candidate will be energetic, detail-oriented, and possess a strong foundation in office management, clerical tasks, and communication skills. Your proactive approach will ensure smooth administrative processes while fostering a welcoming environment for clients and team members alike.

Responsibilities

• Manage front desk operations, greeting visitors and directing them appropriately with professional phone etiquette.
• Handle multi-line phone systems efficiently, screening calls and transferring messages promptly.
• Maintain accurate data entry, filing systems, and document proofreading to ensure information integrity.
• Coordinate calendar management, appointment scheduling, and meeting arrangements for staff and executives.
• Utilize computer skills including Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and QuickBooks for various administrative tasks.
• Support bookkeeping activities such as invoicing, expense tracking, and basic financial record keeping.
• Provide exceptional customer support by addressing inquiries via phone or email with professionalism and courtesy.
• Assist with office management duties including supply ordering, organization of files, and maintaining a clean workspace.
• Perform clerical duties such as copying, scanning, proofreading documents, and data entry to support daily operations.
• Support personal assistant tasks when needed, including travel arrangements or special project coordination.

Experience

• Proven office experience or administrative support background is required; experience in medical or dental reception is a plus.
• Strong organizational skills with the ability to multitask effectively in a fast-paced environment.
• Excellent communication skills in both English and bilingual capabilities are highly desirable.
• Familiarity with office management software such as Microsoft Office Suite, Google Workspace, QuickBooks, and multi-line phone systems.
• Demonstrated proficiency in clerical tasks including filing, proofreading, data entry, and calendar management.
• Prior experience in customer service roles that require professional phone etiquette and customer support skills.
• Knowledge of office equipment operation including printers, scanners, and telephone systems is preferred. Join us to be part of a vibrant team committed to excellence! This paid position offers an engaging work environment where your organizational talents will shine while supporting the smooth functioning of our office operations. We value proactive individuals who thrive on delivering top-tier administrative support with enthusiasm!

Qualifications

Required:

• High school diploma or equivalent; associate degree preferred.
• 2+ years of administrative or office experience (school experience a plus).
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and Google Workspace.
• Ability to handle confidential information with discretion.
• Excellent interpersonal and communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

Preferred:

• Experience supporting leadership teams or managing school/district operations.
• Experience creating spreadsheets and performing basic calculations.
• Experience coordinating events or managing calendars for multiple leaders.