Administrative Assistant

Job Description

Job Description

Administrative Assistant

Position Summary

The Administrative Assistant provides administrative and organizational support to ensure the efficient operation of the department or office. This position is responsible for managing routine administrative tasks, coordinating communications, maintaining records, assisting with scheduling, and supporting staff and leadership as needed. The ideal candidate is organized, detail-oriented, professional, dependable, and able to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities

• Provide general administrative and clerical support to the department, team, or leadership.
• Answer, screen, and direct telephone calls and respond to routine inquiries.
• Manage incoming and outgoing correspondence, including emails, mail, shipping and other communications.
• Schedule and coordinate meetings, appointments, conference calls, and other activities.
• Maintain calendars and assist with coordinating schedules and meeting logistics.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, spreadsheets, and other documents.
• Maintain accurate and organized electronic and paper files and records.
• Enter, update, and maintain information in databases, spreadsheets, and other organizational systems.
• Assist with preparing reports, tracking information, and compiling data as requested.
• Coordinate office supplies, equipment, materials, and other administrative needs.
• Assist with travel arrangements and preparation of travel-related documentation when needed.
• Assist with special projects, events, meetings, and organizational initiatives.
• Maintain confidentiality of sensitive, personnel, financial, and business information.
• Follow organizational policies, procedures, and applicable laws and regulations.
• Provide professional and courteous service to employees, customers, vendors, and visitors.
• Perform other duties and responsibilities as assigned.

Qualifications

Required

• High school diploma or equivalent.
• Previous administrative, clerical, office, or customer service experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines.
• Ability to work independently while also functioning effectively as part of a team.
• Professional demeanor and strong interpersonal skills.
• Ability to maintain confidentiality and exercise good judgment.

Preferred

• Associate degree or additional education in business administration, office administration, or a related field.
• Two or more years of administrative support experience.
• Experience working in a professional, healthcare, nonprofit, or corporate environment.
• Experience with electronic document management, workflow, or database systems.

Technology Skills

• Proficiency with Microsoft Office, including Word, Excel, Outlook, PowerPoint and familiarity with AI.
• Ability to learn and effectively use organization-specific software, databases, and electronic systems.
• Ability to manage electronic files, documents, calendars, and communications.
• Familiarity with virtual meeting platforms and electronic signature/document management systems is preferred.

Core Competencies

• Organization & Planning: Effectively organizes workload, schedules, files, and resources.
• Communication: Communicates clearly, professionally, and respectfully.
• Attention to Detail: Produces accurate work and identifies errors or inconsistencies.
• Confidentiality: Handles sensitive information appropriately and maintains discretion.
• Customer Service: Provides responsive, professional, and courteous service.
• Problem Solving: Identifies issues and uses sound judgment to develop practical solutions.
• Adaptability: Adjusts effectively to changing priorities, deadlines, and organizational needs.
• Teamwork: Works collaboratively and contributes positively to the team.
• Accountability: Takes ownership of assigned responsibilities and follows through on commitments.

Physical Requirements

• Ability to sit and work at a computer for extended periods.
• Ability to communicate effectively in person, by telephone, and electronically.
• Ability to occasionally lift, carry, or move office materials and supplies.
• Ability to perform repetitive computer and office-related tasks.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Work Environment

This position generally works in a professional office environment. The employee may interact regularly with employees, leadership, vendors, customers, and other internal or external stakeholders. The work environment may require the ability to manage interruptions and changing priorities while maintaining professionalism and accuracy.

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or requirements. Duties and responsibilities may be modified, added, or removed as organizational needs change.

Youth Opportunity is an Equal Opportunity Employer.