Job Title: Administrative Assistant

Job Description

The Administrative Assistant will provide vital support to three managers, assisting with projects and offering back-up support to other administrative assistants. This role involves coordinating meetings, preparing agendas, managing calendars, arranging travel, maintaining logs and reports, and facilitating communication through conference calls and printed materials.

Responsibilities

• Provide administrative support to three managers and assist with projects or back-up support to other administrative assistants.
• Coordinate and arrange meetings, including agenda preparation, meeting invitations, and reserving facilities and resources.
• Send out monthly bulletins and maintain contact lists and calendars in Outlook.
• Arrange and coordinate travel schedules and reservations.
• Maintain various logs, reports, and templates.
• Assist and/or arrange conference calls.
• Copy and distribute correspondence or other printed materials.
• Greet scheduled visitors and direct them to the appropriate area or person.
• Assist managers with planning and scheduling of activities.
• Ensure regular, reliable attendance and work productively to meet deadlines.
• Communicate and interact effectively and professionally with supervisors, employees, and others individually or in a team environment.
• Perform work safely and effectively, following oral and written instructions, including warning signs and equipment use.
• Work during normal operating hours to organize and complete work within given deadlines, with overtime and weekend work as required.

Essential Skills

• Administrative support experience
• Data entry skills
• Customer service proficiency
• Clerical skills
• Proficiency in Outlook and Microsoft Office
• Front desk management
• Calendaring and administrative assistance
• Experience supporting high-level executives
• 3-5 years of experience in administrative roles
• Experience in expensing and calendar management

Additional Skills & Qualifications

• Excellent communication skills, both verbal and written
• Comfortable with presenting
• Strong organizational and time management skills
• Ability to multi-task and prioritize effectively
• Detail-oriented with strong analytical skills
• Ability to work well with others in all capacities within the company
• Ability to maintain confidentiality and professionalism
• Adaptability and anticipation skills

Work Environment

The position operates within a professional office environment from Monday to Friday, 8am to 5pm, supporting 5-8 people daily and managing office supply upkeep.