Administrative Assistant

Administrative Assistant

The Administrative Assistant is responsible for providing administrative support to ensure efficient operation of the office. Supporting managers and employees through a variety of tasks related to organization and communication. Additionally, handling confidential and time sensitive material.

Essential Functions:

• Welcomes new staff and ensure they are situated
• Acts as first line of communication providing general support to visitors
• Answers incoming calls and redirect calls when appropriate
• Provides information, answers questions and request inquiries via email, telephone or in person
• Receives, sorts, and distributes mail received
• Produces and distributes correspondence memos, letters, faxes, and forms
• Develops filing system to maintain administrative duties such as filing, copying, binding, scanning etc.
• Maintains computer and manual filing systems
• Orders and maintains office supplies
• Organizes department manuals and ensures all team members have the most updated copy
• Schedules meetings and appointments for the department
• Takes accurate minutes of meetings
• Assists in the preparation of reports and distribution
• Maintains employees anniversary dates and birthday celebrations
• Manages contact lists and accurate records of customer interactions
• Performs other related duties as assigned

Knowledge, Skills, and Abilities:

• Knowledge of administrative and clerical procedures, systems such as word processing, managing files and records
• Strong attention to detail: being careful about detail and thorough in completing work tasks
• Ability to adapt with flexibility: being open to change (positive or negative) and to considerable variety in the workplace.
• Ability to maintain effective and organized systems to ensure timely and accurate task completion
• Strong computer knowledge including proficiency with MS Outlook, Word, and Excel
• Excellent verbal and written communication skills
• Ability to work independently and closely with diverse roles/team members

Education and Experience:

• High School diploma or GED
• Two (2) years of experience in an administrative role
• Valid Texas Drivers License