Overview
We are looking to hire Administrative Assistant is responsible for providing office support, managing administrative tasks, and helping ensure the smooth operation of day-to-day activities within a company or department. To perform a variety of clerical and organizational tasks, ranging from managing schedules to coordinating communications and ensuring the efficient flow of information.
Key Responsibilities:
Office Management:
Oversee general office operations, including supplies management and office maintenance.
Handle incoming and outgoing mail, emails, and phone calls.
Maintain office filing and record-keeping systems.
Coordinate office events, meetings, and conferences.
Scheduling and Calendar Management:
Schedule and organize meetings, appointments, and events for executives or teams.
Manage the calendar of senior staff and ensure efficient time management.
Send reminders and handle logistics for meetings or conferences.
Communication:
Serve as the first point of contact for visitors, clients, or employees.
Prepare and proofread emails, memos, and other correspondence.
Relay messages and follow up on communications.
Handle customer or client inquiries and provide information as needed.
Data Entry & Record Keeping:
Input and maintain accurate data in company databases or CRM systems.
Update records, process invoices, and manage databases.
Organize and maintain both digital and paper files for easy access.
Document Management:
Prepare reports, presentations, and other documents.
Assist in the preparation of business correspondence and proposals.
Ensure that documents are filed, archived, and easily retrievable.
Financial Assistance:
Handle basic bookkeeping tasks, such as expense reports and tracking invoices.
Process and reconcile petty cash or credit card expenses.
Assist with preparing and organizing financial statements or budgets.
Project Assistance:
Assist with special projects and provide administrative support as required.
Research, compile, and prepare information for projects and reports.
Help coordinate team tasks and monitor progress.
Travel Arrangements:
Book travel arrangements, such as flights, hotels, and car rentals for staff or executives.
Prepare travel itineraries and handle related expenses.
Skills & Qualifications:
Education: High school diploma or equivalent (Associate’s or Bachelor’s degree is preferred).
Experience: Previous administrative or office experience (1-3 years) is often required.
Proficiency in office software: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Suite, and familiarity with office equipment.
Organizational Skills: Ability to manage multiple tasks, prioritize work, and meet deadlines.
Communication Skills: Excellent written and verbal communication skills for interacting with clients, staff, and executives.
Problem-Solving Skills: Ability to handle unexpected challenges and think on your feet.
Attention to Detail: Ensuring the accuracy of data and information.
Time Management: Ability to efficiently manage tasks and time.
Confidentiality: Maintain a high level of discretion when handling sensitive information.
