Office Administrative Assistant

Perform varied administrative activities in support of individuals and/or a business area. Demonstrate a strong level of technical ability with a variety of tools, software applications, and/or databases. Create, update, and review documentation. Manage the flow of communication by fielding telephone calls and/or emails. Schedule and orchestrate meetings, prepare meeting requirements, gather provisions, and receive and direct visitors. Scan, fax, file, sort, and distribute mail. Order supplies and maintain inventories. Serve as a knowledgeable resource for questions regarding individuals or areas supported and the company. Work under general guidance, requiring instruction only on new assignments.

Job Duties and Responsibilities

Manage inbound and/or outbound telephone calls or emails; take messages/transfer calls or forward/respond to emails as appropriate

Schedule or manage appointments and calendars

Coordinate in-office and offsite meetings, lunches, and events as needed

Compose, assemble, review, edit, and maintain documentation such as spreadsheets, presentations, emails, memos, reports, and other materials while ensuring grammar, punctuation, spelling standards, and internal style guidelines are maintained

Produce and distribute scheduled and ad-hoc reports

Administer expense reporting

Assist with budget administration

Handle incoming and outgoing mail and faxes

Maintain databases and filing systems, whether electronic or paper

Order and maintain inventory of appropriate office and meeting supplies

Provide skilled administrative support and assist with tasks when requested by various business units

The requirements herein are intended to describe the general nature and level of work performed by employee, but is not a complete list of responsibilities, duties, and skills required. Other duties may be assigned as required

Education and Experience

High school diploma or equivalent

2 to 5 years of administrative or related work experience

Certification and/or License – may be required during course of employment

Knowledge, Skills, and Abilities

Strong knowledge of and skill with Microsoft Office Suite and company computer systems

Able to demonstrate customer service skills in a courteous, professional, and helpful manner

Able to respond courteously and efficiently to inquiries, complaints, and requests

Able to communicate clearly and effectively, both verbally and in writing

Able to interact positively and work effectively with others (interpersonal skills)

Able to maintain confidentiality of information

Able to problem solve

Able to work with accuracy and attention to detail

Able to multi-task

Able to organize time, energy, and resources effectively to achieve goals (i.e., organizational skills)

Able to perform tasks and duties without constant supervision

Must be able to read, write and speak English