Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily office operations. This Long-term Contract position is ideal for a highly organized, detail-oriented individual who brings a positive attitude, strong communication skills, and confidence handling a fast-paced administrative environment. The role includes front-office support, document preparation, data management, and coordination of communications related to media and publication activities.

Responsibilities:

• Manage day-to-day administrative tasks to keep office operations organized and efficient.

• Respond to incoming calls courteously, direct inquiries appropriately, and provide general front-desk support.

• Prepare, update, and maintain records, spreadsheets, and written correspondence using Microsoft Word and Excel.

• Enter and verify data accurately while ensuring files and documents remain current and well organized.

• Coordinate meetings, schedule conference calls, and assist with arranging calendars and related logistics.

• Support administrative and front-desk functions, including handling routine office communications and visitor interactions.

• Assist with distribution of media or publication-related communications, including outbound announcements and message blasts.

• Use modern digital tools, including AI-based programs, to help improve administrative workflows and content support as needed.

• At least 3 years of experience in an administrative, office support, or assistant role.
• Proven ability to manage inbound phone calls and provide attentive receptionist or front-desk support.
• Strong data entry skills with a high level of accuracy and attention to detail.
• Proficiency in Microsoft Excel and Word for document creation, tracking, and reporting.
• Comfortable coordinating meetings, conference calls, and general office schedules.
• Familiarity with AI programs and the ability to adapt to new office technologies.
• Exposure to media, publications, or communication distribution work is preferred.
• Positive, dependable, and detail-oriented approach to supporting a busy office environment.