The Administrative Assistant should be a great multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and positive presence in the workplace. Administrative Assistants should be prepared and responsive, willing to meet each challenge directly. Most importantly, administrative assistants should have a genuine desire to meet the needs of others.

Duties and responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Handling office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Providing real-time scheduling support by booking virtual and in-person appointments and preventing conflicts.
• Prepare communications such as memos, emails, invoices, reports, and other correspondence.
• Screening phone calls and routing callers to the appropriate party.
• Anticipate the need of others in order to ensure their seamless and positive experience.
• Attend department meetings and maintain the meeting minutes.
• Greet and assist visitors.

Skills and Qualifications

• Associates degree, required.
• Bachelor’s degree, preferred.
• 1-2 years of experience in administrative support.
• Driven and motivated individual who takes initiative to complete projects and tasks.
• Excellent written and verbal communication skills.
• Multi-tasking and time-management skills, with the ability to prioritize tasks.
• Proficient in basic computer programs, such as Microsoft Office Suite (Word, Excel, Outlook, and Access).
• Team oriented individual.
• Excellent critical thinking and problem-solving skills.

Working conditions

This job operates in a professional office environment and is a full-time in-office position. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical requirements

• The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.
• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Standing: Remaining upright on the feet, particularly for sustained periods of time.
• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
• Grasping: Applying pressure to an object with the fingers and palm.
• Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.
• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

Direct reports

There are no direct reports for this role.