Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily office operations and help keep administrative workflows running smoothly in Philadelphia, Pennsylvania. This long-term contract position is ideal for someone who is organized, responsive, and comfortable managing multiple priorities in a fast-paced setting. The person in this role will provide front-office support, maintain accurate records, coordinate scheduling, and assist with a range of clerical and departmental tasks.

Responsibilities:

• Review incoming materials from external sources and route information appropriately for follow-up.

• Manage and prioritize assigned administrative work to ensure tasks are completed accurately and on schedule.

• Enter and maintain records while following established confidentiality and document-handling standards.

• Oversee calendars, schedule appointments, and help coordinate day-to-day meeting logistics.

• Arrange meetings, capture key discussion points, and distribute clear meeting notes to attendees.

• Prepare routine correspondence, reports, and forms, and handle copying, scanning, faxing, and document filing as needed.

• Build and update spreadsheets, logs, and tracking tools to support departmental organization and reporting.

• Welcome visitors, assess their needs, and direct them to the appropriate team or department.

• Monitor office supply levels and place orders to keep the department properly stocked.

• High school diploma required.
• At least 2 years of administrative support experience required; 4 or more years in an Administrative Assistant or secretarial role preferred.
• Strong written and verbal communication skills.
• Demonstrated customer service experience and a detail-oriented approach to supporting staff and visitors.
• Ability to deliver accurate, high-quality work while managing deadlines in a busy environment.
• Proficiency with Microsoft Office applications and general data entry tasks.
• Strong organizational skills with the ability to prioritize responsibilities and manage time effectively.