Administrative Assistant

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Baker's Bay Golf & Ocean Club is seeking an Administrative Assistant for the Executive Office Department.

The Administrative Assistant provides administrative support to ensure the efficient operation of the Mediclinic. Supports the operation through a variety of tasks related to information management, data management, organization, and communication. Responsible for confidential and time-sensitive material. Implements and utilizes a variety of administrative concepts, practices, and procedures. Completes all duties accurately, with high quality and in a timely manner.

Responsibilities:

Answers and directs phone calls promptly

Organizes and schedules appointments and meetings

Completes administrative duties such as filing, typing, copying, binding, scanning, etc.

Completes data entry

Handles sensitive information in a confidential manner

Maintains contact lists

Produces and distributes correspondence memos, letters, [faxes], and forms

Assists in the preparation of regularly scheduled reports

Develops and maintains an electronic and manual filing system

Books travel arrangements

Submits and reconciles expense reports and prepares and processes invoices

Provides service and general support to members, staff and visitors to the Clinic

Greets and assists visitors to the office

Provide polite and professional communication

Research and create presentations

Takes accurate minutes of meetings

Coordinates office procedures

Replies to email, telephone, or face-to-face inquiries

Develop and updates administrative systems to make them more efficient

Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

Maintain up-to-date employee holiday records

Implement clerical duties and administrative processes

Qualification & Skills Required:

AI knowledgeable, ideally experience with Claude

Proven administrative assistant experience

Knowledge of office management systems and procedures

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and problem-solving skills

Excellent written and verbal communication skills

Strong organizational and planning skills

Presents a professional image and appearance

Proficiency in MS Office

3-5 years of experience in the field or in a related area

High school diploma; college degree preferred

Strong organization and time management

Excellent attention to detail

Exceptional follow-through and task tracking

Strong written communication and proofreading

Proficiency in Outlook, Word, Excel, PowerPoint and Teams

Ability to manage calendars, meetings, travel and logistics

Comfortable compiling data and maintaining trackers/reports

Strong file and document management skills

Proactive, resourceful and able to work independently

Professional judgment, discretion and confidentiality

Comfortable working with executives and multiple departments

Tech-savvy and able to learn new systems quickly

Ability to work independently.

JR105071