Administrative Assistant

Administrative Assistant

The Administrative Assistant serves as a key point of contact for customers, employees, vendors, and visitors by providing exceptional customer service and administrative support. This role requires a highly organized, adaptable professional who can respond to a wide variety of questions, support daily office operations, coordinate meetings logistics, and assist with administrative projects across departments. The ideal candidate is customer-focused, resourceful, professional, and capable of managing multiple priorities while maintaining a positive and welcoming experience for everyone they interact with.

Essential Duties & Responsibilities

Customer Service & Communication

• Serve as a primary point of contact for incoming calls, emails, visitors, and general inquiries.
• Provide exceptional customer service by addressing questions, resolving issues, and directing customers and employees to appropriate resources.
• Handle a wide variety of requests with professionalism, confidentiality, and accuracy.
• Maintain positive relationships with customers, employees, vendors, and business partners.

Administrative Support

• Perform general office and administrative functions including document preparation, filing, data entry, record maintenance, and correspondence.
• Manage incoming and outgoing mail, distribute information as needed, and post accounts receivable (AR) payments received by mail in an accurate and timely manner.
• Assist with creating reports, presentations, spreadsheets, and other business documents.
• Support departments with administrative projects and special assignments.

Meeting & Event Support

• Coordinate meeting logistics between office staff and leadership.
• Schedule meetings, reserve conference rooms, prepare materials, and arrange necessary technology or accommodations.
• Assist with managing calendars and coordinating appointments.
• Support events, training sessions, and employee meetings as needed.

Problem Solving & Operational Support

• Utilize sound judgment and problem-solving skills to address issues and identify solutions.
• Prioritize multiple tasks and adapt to changing business needs and unexpected requests.
• Identify opportunities to improve administrative processes and office efficiencies.
• Maintain accurate records and ensure timely completion of assigned tasks.

Other Duties

• Perform other duties as assigned by management
• Maintain a professional image that reflects company values while promoting teamwork through positive attitude, communication, and conduct

Qualifications

Education & Experience

• High school diploma or equivalent required.
• Associate degree in Business Administration or related field preferred.
• Minimum of 2 years of administrative, office support, customer service, or related experience required.
• Experience supporting multiple departments or leaders preferred.

Knowledge, Skills, & Abilities

• Strong customer service, communication, and interpersonal skills.
• Excellent organizational, time management, and problem-solving abilities.
• Ability to manage multiple priorities in a fast-paced environment while maintaining attention to detail.
• Demonstrated professionalism, adaptability, and sound judgment.
• Ability to maintain confidentiality and handle sensitive information.
• Proficiency in Microsoft Office applications and other business systems.
• Ability to work independently and collaboratively while providing support across multiple departments.

Core Competencies

• Customer Service & Relationship Building
• Communication
• Organization & Execution
• Problem Solving & Adaptability
• Teamwork & Collaboration
• Integrity & Confidentiality

Physical Requirements

This position operates primarily in an office environment and requires frequent sitting, computer use, phone communication, and interaction with customers, employees, and visitors. The role may require standing, walking, bending, reaching, and occasional lifting, carrying, or moving materials weighing up to 25 pounds. Employees must be able to manage multiple priorities in a fast-paced environment with frequent interruptions while maintaining professionalism and attention to detail. Occasional travel between company locations may be required. Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.