Summary
An Administrative Assistant plays a crucial role in supporting the efficient operation of an organization by providing administrative and clerical assistance to various departments and teams. This role requires strong organizational skills, attention to detail, and the ability to handle a variety of tasks and responsibilities.
Essential Duties and Responsibilities
- Office Management: Responsible for the smooth operation of the office. This includes managing office supplies, equipment, and ensuring a well-organized workspace.
- Communication: First point of contact for visitors and phone calls. They manage incoming and outgoing correspondence, emails, and calls, and may schedule appointments and meetings.
- Data Entry and Record Keeping: Maintain and update records, databases, and files. This can include financial records, employee records, and client information.
- Scheduling and Calendar Management: Assist in scheduling appointments, meetings, and conferences for executives and other team members. This involves coordinating and ensuring that everyone's schedules align.
- Travel Arrangements: Booking travel arrangements, including flights, hotels, and transportation, for employees or executives.
- Document Preparation: Create and format documents, reports, and presentations, often using software like Microsoft Office. They may also proofread and edit documents.
- Expense Tracking and Reimbursement: Help manage expense reports, receipts, and reimbursement requests, ensuring accuracy and compliance with company policies.
- Meeting and Event Support: Assist in setting up and organizing meetings, conferences, and special events. This includes arranging logistics, preparing materials, and taking meeting minutes.
- Administrative Support: Provide general administrative support to various departments or individuals within the organization. This can include filing, photocopying, scanning, and other administrative tasks.
- Client and Vendor Relations: May interact with clients, vendors, and other external stakeholders, managing inquiries, and facilitating communication.
- Research: Conduct research on various topics, such as market trends, competitors, or industry developments, to support decision-making processes.
- Problem Solving: Assist in resolving operational problems or issues that may arise within the organization.
- Maintaining Confidentiality: Handle sensitive and confidential information with discretion and ensure data security and privacy.
- Software and Technology Proficiency: Proficiency with office software and equipment is crucial, including word processing, spreadsheet, and presentation software. Familiarity with project management and collaboration tools is also beneficial.
- Adaptability: Must be adaptable and able to juggle multiple tasks, respond to changing priorities, and handle unexpected challenges.
- Organization and Time Management: Excellent organizational skills and time management are essential to manage multiple responsibilities efficiently.
- Communication Skills: Effective written and verbal communication is vital for clear and professional interactions with team members, clients, and other stakeholders.
- Problem-Solving Abilities: Be resourceful and able to find solutions to common issues independently.
- Teamwork: They often collaborate with other team members and departments, so strong teamwork and interpersonal skills are important.
- Customer Service Orientation: A focus on providing good customer service, whether for internal colleagues or external clients, can be a valuable trait.
Position Requirements
- Standard work week: Monday – Friday, 8:00am to 5:00pm
- May need to work weekends if business needs require
- Regular attendance is a necessary and essential function
- Position requires extended hours when business need requires.
Physical & Cognitive Requirements
- Able to lift up to 20lbs. occasionally
- Must be able to traverse in all weather conditions and work in extreme temperatures
- Position requires the ability to stand, squat, & reach
- Must be able to stand and walk continuously through shift
- Activities like typing and using a computer mouse can involve repetitive motions
- Crouch, kneel, bend, or stand for long periods of time
- Must be able to sit at a desk for 8 plus hours per day
Skills and Qualifications
- High school diploma or equivalent; some college education may be preferred.
- Proven experience as an administrative assistant or in a related role.
- Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
Knowledge / Skills / Abilities
- Strong communication skills, both written and verbal.
- Excellent organizational and time-management abilities.
- Attention to detail and accuracy in all tasks.
- Ability to multitask and work effectively under pressure.
- Professional demeanor and a positive attitude.
- Adaptability to handle a variety of tasks and changing priorities.
- Familiarity with office equipment, such as printers and fax machines.
- Knowledge of basic office management procedures and principles.
- Discretion and trustworthiness when dealing with confidential information.
Compensation & Benefits
Commensurate with experience, paid weekly. The Company reserves the right to adjust ranges depending on the qualifications of the selected candidate.
The Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identification, transgendered or bisexual status, national origin, age, disability or genetics. The Company complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which The Company has facilities. We celebrate diversity and are committed to creating an inclusive environment for all employees.
The Company does not sponsor applicants for work visas. Applicants must be currently authorized to work in the United States for any employer. The Company and our subsidiaries do not work with any third-party recruiters or agencies without a valid signed agreement and partnership with the Corporate Talent Acquisition Team.
