Administrative Assistant job description

Job brief

We are searching for an Administrative Assistant to provide support to the administration department to ensure smooth day-to-day operations. This includes cross-communication between departments, clerical work, and assistant duties.

Responsibilities

• Managing office tasks such as crafting reports, filing, reordering supplies, presentations, and setting up for meetings.
• Attend meetings to record minutes.
• Maintain professional and polite communication via email, mail, and over the phone.
• Answering phone calls and rerouting callers to the appropriate person.
• Anticipate any needs in order to ensure a positive and seamless experience.
• Providing real-time support by making appointments and staving off conflicts.
• Perform general office duties such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
• Greet visitors or callers and determine whether they should be given access to specific individuals. 
• Handle travel arrangements such as booking flights and cars, and making restaurant and hotel reservations.
• Use computers to generate documents, reordering supplies, make notes from meetings, and create presentations.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database or presentation software.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Other duties may be assigned.

Requirements

• High School graduate or its equivalent
• Additional qualifications are a plus
• 1+ year of administrative experience
• Literate in Microsoft Office
• Good organizational skills
• Good interpersonal skills, desire to be proactive, and approachable personality
• Ability to give full attention to what other people are saying and to actively find ways to help them
• Ability to adjust actions in relation to others’ activities and manage one own’s time and others’ time