Administrative Assistant

Overview:We are seeking a dynamic and organized individual to join our team as an Administrative Assistant. The ideal candidate will provide administrative support to ensure efficient operation of the office. This role requires strong communication skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.
Responsibilities:
Office Management: Greet visitors, answer and direct phone calls, and manage incoming and outgoing mail. Maintain office supplies, equipment, and facilities, ensuring they are well-stocked and in good working condition.
Calendar Management: Schedule appointments, meetings, and conference calls for team members. Coordinate travel arrangements, including flights, accommodations, and transportation, as needed.
Documentation and Filing: Create and maintain electronic and physical filing systems for documents, records, and correspondence. Organize and update company databases, contact lists, and other administrative information.
Correspondence: Draft, proofread, and edit correspondence, reports, presentations, and other documents. Prepare and distribute internal and external communications, including emails, memos, and newsletters.
Meeting Support: Prepare agendas, documents, and presentations for meetings. Attend meetings, take minutes, and distribute meeting notes and action items to participants.
Data Entry and Recordkeeping: Enter and update data in spreadsheets, databases, and CRM systems. Maintain accurate and up-to-date records of contacts, projects, and transactions.
Event Coordination: Assist with planning and coordinating company events, such as conferences, seminars, and team-building activities. Arrange catering, venues, and logistics, and provide on-site support during events.
Administrative Support: Provide administrative support to team members, including scheduling appointments, preparing documents, and coordinating projects. Assist with special projects and tasks, as assigned.
Customer Service: Provide friendly and professional customer service to clients, vendors, and other stakeholders. Respond to inquiries and resolve issues in a timely and courteous manner.
Confidentiality: Maintain confidentiality of sensitive information and handle confidential documents and communications with discretion and professionalism.
Qualifications:
High school diploma or equivalent required; Associate's degree or coursework in business administration or related field preferred.
Proven experience as an administrative assistant or office assistant preferred.
Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other office software.
Strong communication skills, both verbal and written, with excellent grammar and spelling.
Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
Attention to detail and accuracy in data entry, document preparation, and recordkeeping.
Ability to work independently with minimal supervision as well as collaboratively within a team.
Positive attitude, professional demeanor, and strong interpersonal skills.
Flexibility and adaptability to changing priorities and demands.
Knowledge of office procedures and equipment, including printers, scanners, and fax machines.