Administrative Assistant  

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. He/she supports managers and employees through a variety of tasks related to organization and communication. He/she is responsible for confidential and time sensitive material, familiar with a variety of the field's concepts, practices, and procedures, and able to effectively communicate via phone and email.

Responsibilities:

• Answer and direct phone calls
• Organize and schedule meetings and appointments
• Maintain contact lists
• Produce and distribute correspondence memos, letters, and forms
• Assist in the preparation of regularly scheduled reports
• 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
• Generate reports
• Handle multiple projects
• Prepare and monitor invoices
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• 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.
• Write letters and emails on behalf of other office staff
• Book conference calls, rooms, taxis, couriers, hotels etc.
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Coordinate office procedures
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Receive, sort, and distribute the mail
• Manage staff appointments
• Photocopy and print out documents on behalf of other colleagues

Requirements:

• College graduate
• 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 7 years of experience in the field or in a related area

Administrative Assistant top skills and proficiencies:

• Reporting Skills
• Administrative Writing Skills
• Microsoft Office Skills
• Analysis
• Professionalism
• Problem Solving
• Inventory Control
• Verbal Communication
• Office Administration Procedures
• Typing Skills
• Attention to Detail
• Accuracy
• Multitask
• Telephone Skills
• Teamwork
• Discretion and Judgment
• Patience