Corporate Administrative Assistant

Job Description

Status: Non-Exempt

Job Summary: The administrative assistant is the front-end hub of our fast moving office. They are the glue that holds it together ensuring everything runs efficiently and allow the professional staff to focus on their core tasks.

Connects Everyone: They are the first point of contact for visitors, phone calls, emails, and video sessions acting as a switchboard to direct inquiries to the right staff member.

Smooths Information Flow: They receive, process, and distribute information internally, ensuring everyone has what they need to function effectively. This can involve things like managing incoming corporate data and requests, calendars and meetings, tracking open tasks and creating reports.

Maintains Operations: They handle a variety of administrative tasks that keep the office running smoothly. This could be anything from ordering office supplies to booking travel arrangements.

Provides Support: They are a pillar of support for the entire office staff, assisting with tasks, problem-solving, and keeping projects on track.

Primary Responsibilities:

Answer and direct phone calls, emails, and texts

Write and distribute email, correspondence memos, letters, faxes and forms

Data entry - scan and file incoming email and other communication; update and maintain office policies and procedures

Maintain databases including corporate CRM and ticketing requests

Liaison for internal and external clients

Manage office supplies as well as vendors

Organize and schedule appointments

Provide general support to visitors

Assist in ad-hoc duties

Qualifications:

Proven experience as an administrative assistant, virtual assistant or office admin assistant

Knowledge of office management systems and procedures

Proficiency in MS Office (MS Excel and MS Word, in particular)

Excellent time management skills and the ability to prioritize work

Attention to detail and problem solving skills

Excellent written and verbal communication skills

Strong organizational skills with the ability to multi-task

Working knowledge of office equipment, like printers and fax machines

High School degree

Additional qualification as an Administrative Assistant or Secretary will be a plus