Administrative Assistant (Part-Time)

Administrative Assistant

We are seeking a proactive and detail-oriented Administrative Assistant to provide support across multiple departments. This role involves managing daily administrative tasks, coordinating communication, and maintaining organization in a fast-paced environment. The ideal candidate is highly organized, communicative, and resourceful.

Responsibilities

Administrative Support

• Screen phone calls and route callers to the appropriate party.
• Maintain polite and professional communication via phone, email, and mail.
• Organize and schedule appointments; maintain contact lists.
• Write and distribute emails, memos, letters, faxes, and forms.
• Develop and maintain electronic filing systems.
• Assist in the preparation of regularly scheduled reports.
• Submit and reconcile expense reports.

Office Operations

• Order supplies, research vendors, and negotiate pricing; maintain inventory tracking logs using Excel.
• Maintain cleanliness of common areas (light cleaning of coffee areas, staff lounge, executive restroom).
• Handle sensitive information in a confidential manner.

Event & Meeting Coordination

• Plan meetings and take detailed minutes when requested.
• Assist in company event planning and execution.
• Assist in the design of company-related documents and flyers.

Travel & Errands

• Make travel arrangements including booking flights, cars, hotels, and restaurant reservations.
• Run work-related errands as needed.

Visitor and Customer Support

• Greet and provide general support to visitors.
• Manage the company's Google Business profiles, ensuring accuracy and responding promptly and professionally to customer reviews.
• Handle requests and queries from executives and senior management.

Requirements

• High school diploma required; associate degree in a related field preferred.
• Minimum of 3 years of experience in an administrative or support role.
• Strong knowledge of office management practices and procedures.
• Proficient with standard office equipment (e.g., printers, copiers, fax machines).
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent time management and prioritization skills.
• High attention to detail and strong problem-solving abilities.
• Outstanding written and verbal communication skills.
• Exceptional organizational skills with the ability to multitask and meet deadlines.
• Proactive self-starter with strong initiative.
• Creativity and artistic abilities are a plus.
• Must be able to maintain confidentiality and exercise discretion at all times.

Physical and Mental Requirements

• Ability to sit or stand for extended periods.
• Must be able to lift up to 20 pounds occasionally (e.g., supply boxes, mail bins).
• Must be able to walk to perform errands or mail runs within and outside of the office.
• Requires the ability to focus, prioritize, and complete tasks in a fast-paced environment.
• Must be comfortable handling multiple tasks and shifting priorities with minimal supervision.
• Requires strong judgment, emotional maturity, and the ability to manage confidential information responsibly.

We are an Equal Opportunity Employer and committed to providing reasonable accommodations to individuals with disabilities. If you require accommodations during the application or interview process, please contact View email address on click.appcast.io.