Admin Assistant

Job Summary: We are currently seeking a skilled and highly organized and proactive Administrative Assistant to join our team. This role is essential to maintaining the smooth operation of our daily business activities and ensuring high levels of internal and external service.

Primary Objectives:

• Ensure the accurate and timely processing of administrative tasks.
• Support team productivity through scheduling, documentation, and communication assistance.
• Maintain smooth workflow by managing office systems and client/staff interactions.

Key Tasks

• Answer telephones and direct calls to appropriate personnel.
• Create and maintain filing systems, both electronic and physical.
• Schedule and confirm appointments and meetings.
• Prepare and edit correspondence, reports, and presentations.
• Organize and maintain office supplies inventory.
• Manage incoming and outgoing mail, emails, and deliveries.
• Support data entry and document management systems.
• Maintain contact databases and update records as necessary.
• Provide administrative support for meetings, including note-taking and follow-ups.
• Assist with the preparation of reports, spreadsheets, internal communications and all other duties as assigned.

Work Activities

• Operating office equipment, such as printers, scanners, and copiers.
• Handling clerical tasks including data entry, proofreading, and mailing.
• Updating and maintaining digital and physical filing systems.
• Supporting team members with document formatting and presentation materials.
• Preparing agenda materials and minutes for meetings.
• Managing communication through phone, email, and in-person interactions.
• Sorting and routing mail and packages.
• Assisting with internal communications and announcements.
• Performing quality control checks on documents and communications.

Technology Skills

• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Office equipment operation and troubleshooting (printers, copiers, scanners)
• Calendar and scheduling tools (e.g., Google Calendar, Microsoft Outlook)
• Data entry and document management software
• Cloud storage platforms (e.g., OneDrive, Google Drive, Dropbox)
• Basic customer relationship management (CRM) systems
• Email and communication tools (e.g., Outlook, Gmail, Teams, Slack)
• Basic accounting or expense reporting tools (e.g., QuickBooks, Concur)
• File management and recordkeeping databases
• Virtual meeting platforms (e.g., Zoom, Microsoft Teams, Google Meet)

Qualifications

• High school diploma or equivalent (Associate’s degree preferred).
• 2+ years of experience in administrative or clerical roles.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and office technology.