Job Description:

Administrative Assistant

Reports To:

Office Manager


Position Outline

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.


Duties and Responsibilities

Duties include, but are not limited to:

  • Answer and direct phone calls
  • Organize and schedule meetings and appointments
  • Maintain contact lists
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Develop and maintain a filing system
  • Order office supplies
  • Book travel arrangements
  • Submit and reconcile expense reports
  • Provide general support to visitors
  • Provide information by answering questions and requests
  • Research and creates presentations
  • Handle multiple projects
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Contribute to team effort by accomplishing related results as needed
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Organize travel arrangements for senior managers
  • Receive, sort and distribute the mail
  • Answer telephone calls and pass them on
  • Greet and assist visitors to the office
  • Photocopy and print out documents on behalf of other colleagues

Minimum Qualifications:

  • Valid drivers license and clean driving record (no more than 2 moving violations in 3 years)
  • Must pass pre-employment drug and alcohol screening as well as random drug testing

Preferred Qualifications:

  • Bilingual in English and Spanish
  • Proven admin or assistant experience
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • At least 2 years of experience in the field or in a related area
  • High school diploma or equivalent; college degree preferred