Administrative Assistant

Responsibilities:

• Manage and maintain calendars and schedules for the manager and team.
• Coordinate and set up meetings, conferences, teleconferences, and occasional travel arrangements.
• Sort and distribute mail, reply to inquiries by phone, email, or letter, and answer calls professionally.
• Prepare clear and concise responses to routine inquiries and correspondence, including reports, memos, letters, charts, and presentations.
• Compile and analyze data to prepare requested reports for various purposes.
• Establish, maintain, and update filing systems, processing paperwork for the team. File and retrieve HR/Payroll documents and reports.
• Assist with onboarding paperwork for new hires, ensuring accuracy and timeliness.
• Maintain the accuracy and timeliness of timesheets, forwarding them to Payroll for processing.
• Assist the manager with scheduling staff and ensure all HR paperwork is completed, submitted, and processed accurately and on time.
• Process accounts receivable, payable, credit cards, financing, and petty cash transactions as directed. Handle daily tasks such as bank deposits, credit card processing, and electronic checks.
• Ensure proper PTO and other leave-related paperwork is collected, completed, and submitted to Payroll accurately and on time.
• (Optional) Schedule and assist with processing candidates during hiring events.
• Maintain office supplies inventory, anticipate needs, evaluate new products, place orders, and verify receipt of supplies.
• Ensure office equipment functionality, troubleshoot malfunctions, request repairs, maintain equipment inventories, and evaluate new equipment and technology.
• Help maintain a clean, organized, and professional work environment.
• Ensure all office expenditures are documented, validated, and processed correctly.
• Communicate all employee issues, incidents, and other relevant information to HR, management, and employees as necessary.
• Perform additional duties and tasks as assigned.

Requirements:

• 2+ years of experience in an administrative assistant or clerical role, preferably with exposure to accounting or HR.
• Experience handling confidential and sensitive information with professionalism and discretion.
• Ability to manage challenging situations while maintaining confidentiality.
• Experience with accounting and/or HR information systems (a plus).
• Excellent written and verbal communication skills for clear and professional information exchange.
• Strong organizational skills and the ability to manage multiple projects simultaneously.
• Self-directed, motivated, and able to identify and prioritize tasks independently.
• Ability to work independently to complete tasks and meet deadlines.
• Ability to collaborate effectively with others in a team environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, etc.).
• Strong time management, attention to detail, and follow-through skills.
• Experience with administrative writing and reporting.
• High level of patience and excellent interpersonal skills.
• Event planning experience (a plus).