Administrative Assistant

Primary Responsibilities

• Provide administrative support to managers, executives, and department staff.
• Manage calendars, schedule appointments, meetings, and conference calls.
• Coordinate virtual meetings and prepare meeting agendas, presentations, and minutes.
• Answer and direct phone calls, emails, and other correspondence in a professional manner.
• Draft, proofread, edit, and distribute reports, letters, memos, and other business documents.
• Maintain organized electronic filing systems and ensure records are accurate and up to date.
• Perform data entry with a high level of accuracy and attention to detail.
• Prepare reports, spreadsheets, and presentations using Microsoft Office or Google Workspace.
• Organize and maintain confidential employee, customer, and company records.
• Assist with document preparation, formatting, scanning, and electronic file management.
• Coordinate travel arrangements, accommodations, and itineraries when required.
• Process purchase orders, invoices, expense reports, and reimbursement requests.
• Monitor office supplies and coordinate ordering of equipment and materials.
• Support onboarding activities by preparing documents and scheduling orientation sessions.
• Assist with recruiting activities, including scheduling interviews and communicating with candidates.
• Coordinate communication between departments to ensure smooth workflow.
• Maintain company databases, contact lists, and internal directories.
• Track deadlines, project milestones, and administrative tasks to ensure timely completion.
• Assist with event planning, webinars, training sessions, and company meetings.
• Prepare and distribute internal communications, announcements, and newsletters.
• Handle incoming and outgoing mail, packages, and electronic correspondence.
• Respond to routine customer, client, or vendor inquiries and direct requests appropriately.
• Maintain confidentiality of sensitive company and employee information.
• Ensure compliance with company policies, procedures, and documentation standards.
• Identify opportunities to improve administrative processes and workflow efficiency.
• Assist with special projects and perform additional administrative duties as assigned.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Exceptional attention to detail and accuracy.
• Ability to prioritize multiple tasks and meet deadlines.
• Strong problem-solving and critical-thinking skills.
• Professional customer service and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with Google Workspace (Docs, Sheets, Drive, Calendar).
• Experience using video conferencing platforms such as Microsoft Teams, Zoom, or Google Meet.
• Strong typing, data entry, and document management skills.
• Ability to work independently and collaboratively in a remote environment.
• High level of professionalism, discretion, and confidentiality.