Administrative Assistant

Job Description

Job Description- Administrative Assistant

Position Overview

An administrative assistant is responsible for providing a wide range of support to the management team and other staff members. The job description of an administrative assistant typically includes tasks such as managing calendars, scheduling meetings, organizing travel arrangements, responding to emails and phone calls, maintaining records and databases, drafting reports and correspondence, and performing other administrative tasks as needed. They may also be responsible for managing office supplies, handling incoming and outgoing mail, and overseeing the day-to-day operations of the office. Overall, the administrative assistant plays a vital role in ensuring that the office runs smoothly and efficiently, and that all tasks are completed in a timely and professional manner.

Position Requirements

Experience: Entry-level. Willingness to learn new technologies and be proactive.

Education: High School Diploma Required

Work Condition: Full-time and in office.

Physical Requirement: Must be able to lift 20 lbs.

Expectation:

Strong analytical and problem-solving skills

Ability to work independently.

Attention to detail.

Strong organizational skills.

Excellent verbal and written communication skills.

Ability to work under deadlines in a fast-paced environment.

Basic understanding of Excel

Responsibilities:

Greeting visitors, answering phone calls, responding to emails, and handling inquiries from clients, business partners, and/ or office visitors.

Scheduling appointments and managing calendars

Coordinating meetings, conferences, and events, including booking venues, arranging travel, and preparing materials.

Cleaning and organizing the office space, including desks, cabinets, and common areas such as kitchens and break rooms.

Stocking and replenishing office supplies, including paper, toner, and other materials.

Ensuring that office equipment, such as printers, copiers, and computers, are in good working condition.

Handling the disposal of waste and recyclable materials in accordance with company policies and local regulations.

Coordinating with maintenance personnel to address any repair or maintenance needs for the office space.

Monitoring and ensuring the security of the office space, including locking doors and reporting any suspicious activity.

Assisting with the set-up and clean-up of meetings and events held in the office or on event site.

Update and maintain office policies and procedures.

Creating, maintaining, and organizing electronic and paper files and records.

Preparing and editing reports, correspondence, and other documents.

Managing inventory of office supplies and equipment, ordering new supplies as needed.

Coordinating with other departments and team members to ensure smooth operations.

Assisting with IT, HR, Marketing, Vendor, and overall office management, issues, and project.

Ensuring the seamless execution and timely completion of assigned tasks and projects by proactively identifying and eliminating bottlenecks and solving issues.

Handling confidential and sensitive information with discretion and professionalism.

Performing general administrative tasks, such as photocopying, faxing, and mailing.

Assisting with the onboarding/offboarding and training of new employees.

Review contracts and assist with managing vendor accounts and payments.

Write and edit documents from letters to reports and instructional documents.

Contributing to team efforts by accomplishing related tasks as needed.

Undertaking additional duties and responsibilities as assigned by the supervisor.