Position Summary: We are seeking a highly organized and proactive Administrative Assistant to provide administrative support to our team. The ideal candidate will have excellent communication skills, strong attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment. This role is essential in ensuring the smooth operation of daily office activities.
Essential Functions/Responsibilities: - General Administrative Support:
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- Answer phone calls, emails, and other communications, directing them to the appropriate team members
- Schedule and coordinate appointments, meetings, and travel arrangements
- Maintain office filing systems (both digital and physical), ensuring documents are organized and easy to retrieve
- Assist with preparing materials for meetings, presentations, and reports
- Office Operations Management:
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- Order and maintain office supplies, ensuring inventory levels are adequate
- Coordinate office services such as maintenance, office cleaning, and mail distribution
- Support the management of office equipment, troubleshooting issues as needed
- Data Entry & Document Management:
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- Process and update internal databases and systems
- Prepare and edit correspondence, reports, and presentations
- Assist with preparing and processing invoices, expenses, and other financial documentation
- Team Collaboration & Support:
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- Coordinate internal communications and help facilitate workflow between departments
- Assist in organizing company events, meetings, and team-building activities
- Provide general support to the leadership or management team as needed
- Customer Service & Front Desk Support:
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- Greet visitors, offer beverages, answer inquiries, and provide a positive and professional experience
- Manage incoming and outgoing mail and packages
Qualifications: - Proficiency in Google Office (Docs, Sheets, Slides, Calendar) and familiarity with office management software
- Excellent written and verbal communication skills
- Strong organizational and time-management abilities
- Ability to prioritize tasks and manage multiple responsibilities efficiently
- Professional demeanor and attention to detail
- Ability to handle sensitive information with discretion and maintain confidentiality
Education and Experience: - High School Diploma or equivalent required
- 2+ years of administrative assistant experience preferred
Physical Requirements: - Prolonged periods sitting at a desk and working on a computer
- Must be able to lift up to 50 pounds at times without assistance
- Must be able to stand for extended periods of time