Administrative Assistant

We are seeking an organized, dependable, and detail-oriented Administrative Assistant to provide administrative and clerical support to the organization. The Administrative Assistant will assist with scheduling, correspondence, data entry, document preparation, filing, customer communication, and daily office operations.

The ideal candidate will have strong organizational and communication skills, be comfortable using computers and office software, and be able to manage multiple tasks while maintaining accuracy and professionalism.

Key Responsibilities

• Provide general administrative and clerical support to managers, employees, and departments.
• Answer and direct telephone calls, emails, and other inquiries.
• Schedule and coordinate meetings, appointments, and events.
• Maintain calendars and assist with scheduling changes.
• Prepare, format, proofread, and distribute documents, reports, letters, and presentations.
• Enter, update, and maintain information in databases, spreadsheets, and company systems.
• Organize and maintain electronic and physical files and records.
• Receive, sort, distribute, and respond to incoming correspondence.
• Prepare meeting agendas, take notes, and distribute meeting materials when required.
• Assist with travel arrangements, reservations, and expense reports.
• Process invoices, purchase orders, forms, and other administrative documents.
• Maintain office supplies and place orders when necessary.
• Assist with onboarding paperwork and other employee-related administrative tasks.
• Communicate with customers, vendors, clients, and internal employees professionally.
• Maintain confidentiality of company, employee, and customer information.
• Assist with basic bookkeeping, recordkeeping, and financial documentation when assigned.
• Support special projects and other administrative tasks as needed.
• Ensure administrative procedures and records are organized and up to date.

Required Qualifications

• High school diploma or equivalent preferred.
• Previous administrative, clerical, customer service, or office experience preferred.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Proficiency with computers, email, and office software.
• Ability to use Microsoft Word, Excel, Outlook, or similar programs.
• Ability to manage multiple tasks and meet deadlines.
• Professional telephone and interpersonal skills.
• Ability to work independently and as part of a team.
• Ability to handle confidential information appropriately.
• Reliable attendance and professional work habits.

Preferred Qualifications

• Previous experience as an administrative assistant, office assistant, receptionist, or office coordinator.
• Experience with Microsoft Office or Google Workspace.
• Experience with scheduling and calendar-management software.
• Familiarity with CRM, HR, accounting, or document-management systems.
• Experience preparing reports, spreadsheets, presentations, or business correspondence.
• Bilingual or multilingual skills may be an advantage.

Core Skills

• Organization
• Time management
• Communication
• Customer service
• Data entry
• Microsoft Office
• Scheduling
• Filing and recordkeeping
• Attention to detail
• Multitasking
• Problem-solving
• Professionalism
• Confidentiality
• Teamwork

Typical Daily Duties

An Administrative Assistant may spend the workday:

• Checking and responding to emails.
• Answering phone calls and assisting visitors.
• Managing calendars and appointments.
• Preparing documents and spreadsheets.
• Entering and updating information.
• Filing and organizing records.
• Scheduling meetings.
• Ordering office supplies.
• Communicating with employees, customers, and vendors.
• Assisting managers with administrative tasks.
• Completing reports and other assigned office projects.

Work Environment

Administrative Assistants typically work in an office environment, although many positions are now hybrid or remote. The position involves frequent computer use, communication with employees and customers, and handling multiple administrative tasks throughout the day.

Performance Expectations

Success in this position is measured by:

• Accuracy and quality of administrative work.
• Timely completion of assigned tasks.
• Organization of files and records.
• Professional communication.
• Ability to meet deadlines.
• Effective support of managers and team members.
• Ability to maintain confidentiality.
• Consistent reliability and attendance.