Administrative Assistant

Overview:We are seeking a reliable and highly organized Administrative Assistant to join our team. The ideal candidate will be proficient in office management procedures, possess excellent communication skills, and demonstrate the ability to multitask effectively. The Administrative Assistant will play a crucial role in maintaining administrative tasks, facilitating communication within the organization, and ensuring efficient workflow.
Responsibilities:
Office Management: Maintain office supplies inventory, anticipate needed supplies, and place orders when necessary. Ensure the smooth running of office equipment and arrange for maintenance as needed.
Administrative Support: Provide administrative support to ensure efficient operation of the office. Assist in the preparation of reports, presentations, and correspondence. Handle inquiries and redirect them appropriately.
Calendar Management: Manage executives calendars, schedule meetings, appointments, and travel arrangements. Coordinate meetings, conferences, and events.
Documentation and Filing: Maintain and organize physical and digital filing systems. Ensure all documents are accurately filed and easily accessible. Assist in the creation and management of documents, spreadsheets, and databases.
Communication: Serve as the point of contact between executives, employees, clients, and external partners. Answer and direct phone calls and emails. Draft and distribute emails, memos, and letters.
Data Entry and Record Keeping: Perform data entry tasks accurately and efficiently. Maintain accurate records of expenses, invoices, and other financial transactions. Assist in preparing financial reports.
Project Assistance: Assist in the coordination and execution of various projects. Provide support to project teams as needed, including research, documentation, and follow-up.
Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times. Adhere to company policies and procedures regarding data protection and privacy.
Team Collaboration: Collaborate with team members to achieve organizational goals. Support colleagues with administrative tasks and special projects as required.
Qualifications:
Proven experience as an administrative assistant or similar role.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
Excellent organizational and time management skills.
Strong attention to detail and accuracy.
Excellent written and verbal communication skills.
Ability to prioritize tasks and work under pressure.
Discretion and confidentiality.
High school diploma; additional qualifications in office administration are a plus.