Administrative Assistant

Administrative Assistant

The Administrative Assistant plays a key role in maintaining an organized and efficient office environment. This entry-level position provides administrative coordination across the organization; supporting managers, employees, and visitors and assists with a variety of clerical tasks. This position will also assist with onsite meetings and daily operational needs as they arise.

Essential Duties and Responsibilities

• Office Operations: Processing all mail and package deliveries, ordering and managing office supplies, and act as a point person for vendor coordination while following established policies and procedures
• Communication & Reception: Answering phones, greeting visitors, and directing inquiries with a positive customer-centric attitude
• Scheduling & Meetings: Organizing appointments, meetings, and travel arrangements for a variety of stakeholders
• Data & Records: Performing data entry and expense report processing, preparing business correspondence, reports and presentations, as requested
• Client & Stakeholder Liaison: Acting as the main point of contact for internal and external clients, visitors, vendors, stakeholders, and outside service providers by delivering timely responses and excellent customer service

Human Resources Support

• Event Support: Providing support with internal and external event planning and coordination, including basic scheduling, setup, and communication tasks
• Document Management: Writing, editing, and distributing business memos, reports, emails, letters, and forms while maintaining accurate records, both electronic and physical formats
• Completing additional entry-level tasks as assigned

Qualifications/Requirements

• Education: High school diploma or equivalent; associate's degree preferred
• Experience: Prior administrative, clerical, or office assistant experience; experience as a receptionist/front office a plus
• Technical Skills: Basic proficiency in Microsoft Office Suite, including Excel and PowerPoint, familiarity with office equipment, and ability to learn administrative software systems
• Soft Skills: Strong verbal and written communication skills, effective time management, attention to detail, and problem-solving abilities
• Other:
  • Ability to use critical thinking and sound judgment in daily tasks
  • Capable of multitasking, working independently, and maintaining confidentiality
  • Works effectively in a collaborative, team-oriented environment
  • Able to prioritize and manage multiple responsibilities in a fast-paced setting

Physical Requirements/Working Conditions/Equipment Used

• Light lifting up to 50#s may be required
• Corporate offices reachable by elevator; should be able to climb stairs in case elevators aren't functioning.
• General office noise and HVAC
• Ability to sit and/or stand and operate a computer with ability to multitask across many software communication and data entry programs while operating and communicating through telephone device for several hours a day.
• May be exposed to hazardous chemicals, biohazards, etc.
• Candidate must have ability to maintain punctual daily in-person attendance

Other Requirements

• This is not a remote position and requires in office hours Monday through Friday 8am to 4:30pm.