Administrative Assistant

Job Description

Job Description

We are looking for an organized Administrative Assistant in midtown Memphis, Tennessee. This Contract position will provide day-to-day operational, clerical, and communications support departmental needs. The role is ideal for someone who can manage multiple priorities, maintain accurate records, and contribute to a thorough and efficient office environment.

Responsibilities:

• Maintain organized filing systems and departmental records to support accurate documentation and easy retrieval of information.

• Manage office inventory by tracking supply levels, ordering materials, and helping keep shared work areas functional and well arranged.

• Update departmental webpages and prepare promotional or informational materials in collaboration with staff to ensure content remains current.

• Support the use and upkeep of office technology, including computers, printers, copiers, scanners, and related software tools used for daily operations.

• Recruit, train, assign, and oversee student workers while reviewing completed tasks to ensure work meets departmental standards.

• Serve as the first point of contact for visitors and callers, respond to routine inquiries, distribute mail, and coordinate written, phone, and electronic communications.

• Prepare departmental documents such as announcements, agendas, correspondence, and course-related materials, including proofreading and editing for accuracy and clarity.

• Assist with business and financial administration by handling budgets, reimbursements, invoices, payments, and expense documentation.

• Arrange meetings, coordinate travel plans, and support departmental events by managing schedules, logistics, and related administrative details.

• Experience providing administrative support in an office setting.

• Strong verbal and written communication skills, including the ability to interact effectively with staff and visitors.

• Proficiency with common office software such as word processing, spreadsheets, databases, email, and web-based tools.

• Ability to manage records, perform data entry accurately, and maintain organized filing systems.

• Comfortable handling front-desk responsibilities, answering inbound calls, and responding to routine inquiries.

• Demonstrated ability to prioritize tasks, meet deadlines, and manage multiple assignments with strong attention to detail.

• Capable of proofreading documents with accuracy in spelling, grammar, punctuation, and formatting.