Administrative Assistant

Position Summary

As an Administrative Assistant, you will provide essential administrative support to facilitate the smooth operation of the organization. You will perform a variety of tasks, including managing correspondence, scheduling appointments, organizing meetings, and handling administrative requests. Your strong organizational skills, attention to detail, and ability to multitask will contribute to the efficiency and effectiveness of the team and the overall success of the organization.

Tasks

Administrative Support:

• Manage and prioritize incoming communications, including emails, phone calls, and mail
• Draft and edit correspondence, memos, reports, and other documents
• Maintain accurate records and databases, ensuring data integrity and confidentiality
• Coordinate travel arrangements, including booking flights, accommodations, and transportation
• Assist with expense tracking and reimbursement processes

Calendar Management and Scheduling:

• Maintain and update calendars, scheduling and coordinating appointments, meetings, and conferences
• Send meeting invitations, prepare meeting agendas, and ensure timely distribution of relevant material
• Coordinate and schedule conference calls, video conferences, and other virtual meetings

Meeting and Event Coordination:

• Arrange logistics for meetings, conferences, and events, including venue selection, catering, and audiovisual setup
• Prepare and distribute meeting minutes and follow-up action items
• Track and manage RSVPs, ensuring appropriate attendance and participation

Office Support:

• Serve as a point of contact for internal staff and external stakeholders, providing exceptional customer service
• Coordinate office supplies and equipment, ensuring availability and functionality
• Assist with facilities management and liaise with vendors for maintenance and repairs
• Support special projects and initiatives as assigned

Skills

Work environment

• Work is conducted in a professional office environment with minimal distractions

Physical demands

• Prolonged periods of sitting at a desk and performing work in front of a computer screen for long periods of time
• Must be able to lift up to 25 pounds at a time

Travel required

• No

Experience and Education

• High School Diploma (or GED or High School Equivalence Certificate)
• 2 years of relevant experience
• Proficient in using office software and tools, including MS Office Suite (Word, Excel, Outlook, PowerPoint)