Administrative Assistant

We are seeking a highly organized, dependable, and detail-oriented Administrative Assistant to provide comprehensive administrative and clerical support to the organization. The Administrative Assistant will help ensure the smooth and efficient operation of the office by managing schedules, correspondence, records, meetings, data entry, and day-to-day administrative activities.

The ideal candidate is professional, organized, proactive, and able to handle multiple priorities while maintaining accuracy, confidentiality, and excellent customer service.

Key Responsibilities

• Provide daily administrative and clerical support to management and staff.
• Answer and direct incoming phone calls, emails, and other correspondence.
• Greet visitors, clients, vendors, and guests in a professional and welcoming manner.
• Manage calendars, appointments, meetings, and scheduling requirements.
• Schedule conference rooms, interviews, appointments, and business meetings.
• Prepare meeting agendas, presentations, reports, spreadsheets, and other documents.
• Take meeting notes and distribute minutes or follow-up information when required.
• Draft, proofread, format, and distribute correspondence, memos, letters, and reports.
• Maintain accurate electronic and physical filing systems.
• Organize, update, and maintain company records and databases.
• Perform data entry and ensure information is accurate and up to date.
• Process incoming and outgoing mail, packages, and deliveries.
• Order and maintain office supplies and equipment.
• Monitor office supply inventory and submit purchase requests as needed.
• Assist with travel arrangements, including transportation, accommodations, and itineraries.
• Prepare expense reports and assist with expense documentation.
• Assist with processing invoices, purchase orders, receipts, and other administrative financial documents.
• Support basic accounts payable and accounts receivable administrative tasks when required.
• Assist with employee onboarding and offboarding activities.
• Prepare new-hire paperwork, office access requests, supplies, and other administrative materials.
• Maintain confidential employee, customer, financial, and company information.
• Coordinate internal communications and distribute information to appropriate departments.
• Assist with company events, meetings, training sessions, and special projects.
• Coordinate with vendors, suppliers, building management, and service providers.
• Help maintain an organized, professional, and efficient office environment.
• Track deadlines, follow-ups, and outstanding administrative tasks.
• Conduct research and compile information as requested by management.
• Create and maintain spreadsheets, databases, logs, and administrative reports.
• Assist other departments with administrative projects and operational needs.
• Identify opportunities to improve office procedures and administrative processes.
• Perform other duties and special projects as assigned.

Reception and Customer Service

• Serve as a professional first point of contact for visitors and callers.
• Respond to inquiries and provide accurate information or direct requests to the appropriate employee.
• Maintain a courteous and professional attitude when interacting with customers, employees, vendors, and visitors.
• Handle sensitive or difficult situations professionally and escalate issues when appropriate.
• Ensure visitors follow applicable office security and visitor procedures.

Document and Records Management

• Create, organize, scan, copy, and distribute documents.
• Maintain accurate electronic and paper filing systems.
• Ensure documents are properly named, stored, and accessible.
• Archive and dispose of records according to company policies.
• Maintain confidentiality of sensitive and proprietary information.
• Review documents for completeness, formatting, spelling, and accuracy.

Scheduling and Coordination

• Manage one or more calendars and coordinate appointments.
• Schedule internal and external meetings.
• Coordinate availability among multiple participants.
• Send meeting invitations, reminders, agendas, and supporting documents.
• Track schedule changes and communicate updates promptly.
• Coordinate conference rooms, technology, catering, and other meeting requirements.

Required Qualifications

• High school diploma or equivalent required.
• Previous administrative, office, receptionist, customer service, or clerical experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Ability to learn and use office management, scheduling, database, and document-management systems.
• Ability to handle confidential information professionally.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional telephone and email etiquette.
• Ability to work independently and as part of a team.

Preferred Qualifications

• 1–3 years of administrative or office experience.
• Associate degree or coursework in Business Administration, Office Administration, or a related field.
• Experience supporting executives, managers, or multiple departments.
• Experience with accounting or expense-management software.
• Experience with CRM, ERP, HRIS, or document-management systems.
• Experience coordinating meetings, events, or business travel.
• Experience handling invoices, purchase orders, or expense reports.
• Familiarity with Google Workspace, Microsoft 365, or similar productivity platforms.

Technical Skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Teams or similar communication platforms
• Google Workspace
• Calendar and scheduling software
• Data-entry systems
• Document-management systems
• Basic spreadsheet and reporting skills
• Office equipment, including printers, scanners, copiers, and telephone systems

Essential Soft Skills

The successful candidate should demonstrate:

• Excellent organization
• Attention to detail
• Reliability and punctuality
• Professionalism
• Strong communication
• Customer-service skills
• Time management
• Problem-solving
• Initiative and self-motivation
• Flexibility
• Teamwork
• Discretion and confidentiality
• Ability to multitask
• Ability to remain calm under pressure

Performance Expectations

Success in this position will be measured by the ability to:

• Provide reliable and timely administrative support.
• Maintain accurate records and documentation.
• Respond promptly and professionally to internal and external requests.
• Keep schedules, meetings, and administrative activities organized.
• Complete assignments accurately and within established deadlines.
• Maintain confidentiality and follow company policies.
• Demonstrate initiative in identifying and resolving administrative issues.
• Contribute to an organized, efficient, and professional workplace.

Physical and Work Requirements

The position may require:

• Sitting and working at a computer for extended periods.
• Frequent use of a keyboard, telephone, printer, scanner, and other office equipment.
• Occasional lifting or moving of office supplies, files, packages, or equipment.
• Ability to work in a standard office environment.
• Occasional flexibility in work hours to support meetings, events, or business needs.