Position Summary: The Administrative Assistant plays a key role in ensuring the smooth operation of the office and supporting administrative needs across departments. This role demands a highly organized, detail-oriented, and proactive individual capable of handling various office management tasks, scheduling, communication, and coordination. The Administrative Assistant will also assist with maintaining an efficient office environment and supporting senior leadership when needed.
Essential Duties and Responsibilities:
- Manage daily office operations, including office supplies, equipment, office space, and coordination with building maintenance and managers for office-related needs, such as repairs and improvements.
- Assist with scheduling appointments, meetings, and travel arrangements for senior staff, including booking travel, accommodation, and venues as necessary.
- Handle incoming calls, emails, and correspondence on behalf of senior staff, ensuring accurate and timely responses.
- Maintain and organize office filing systems, both digital and paper, ensuring documents are easily accessible and up to date.
- Coordinate and assist with internal and external meetings, ensuring meeting rooms are set up, materials are prepared, and meeting minutes are taken and distributed as needed.
- Coordinate the preparation, editing, and review of various documents (e.g., contracts, reports, memos, presentations), ensuring timely completion and tracking document revisions.
- Manage and respond to email communication on behalf of senior staff, ensuring appropriate and timely replies.
- Assist with data entry, preparing and updating reports, and maintaining office documents in an organized and accurate manner.
- Assist with the planning and execution of office events, team-building activities, and special projects, including employee recognition, retreats, and awards ceremonies, handling logistics and ordering necessary materials.
- Perform general office duties, including ordering supplies, managing office maintenance requests, and assisting senior leadership with calendar updates and office-related tasks.
- Assist with communication tasks, including preparing newsletters, ordering swag, and supporting other company-related activities and events.
Competencies:
- Communication: Clear and concise verbal and written communication skills.
- Customer Service: Ability to handle interactions with professionalism, ensuring positive outcomes.
- Dependability: Reliable, punctual, and able to manage multiple tasks efficiently.
- Organization: Strong organizational skills with the ability to manage time and tasks effectively.
- Problem Solving: Ability to handle unexpected situations and find solutions promptly.
- Technology: Proficiency Microsoft Office Suite (Word, Excel, PowerPoint).
Qualifications:
- Education/Experience: Minimum high school diploma or equivalent; additional education or certifications in office management or administrative support are a plus. 2-4 years of experience in a senior administrative or office management role.
- Language Ability: Strong written and verbal communication skills with the ability to present information clearly.
- Mathematical Ability: Basic proficiency in handling office reports and data.
- Reasoning Ability: Ability to solve administrative problems and make sound decisions.
Software Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with various office management tools.