Administrative Assistant

Administrative Assistant

The Administrative Assistant will be responsible for providing administrative and clerical support to ensure efficient office operations. This role will manage calendars, coordinate meetings, prepare documents, handle correspondence, and assist with day-to-day office tasks. In addition, the Administrative Assistant will collaborate with team members across departments to support smooth workflow and effective communication within the organization.

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).

Ferretti Search is an award-winning Recruitment Firm specializing in Executive Recruiting and Staffing. Our product is people. Ferretti Search has a dedicated team of executive recruiters ready to help our clients find employment solutions that benefit them as well as match our candidates with a company that meets their job preferences and career goals. At Ferretti Search, we believe in transparency throughout the entire process in order to serve our clients and candidates better. We take pride and value our relationship with our clients and candidates.