Administrative Assistant

The ideal person for the position will be a problem solver with excellent communication skills and impeccable attention to detail. You will have previous experience working in an office environment, performing administrative tasks and providing support to co-workers. The ability to multi-task, manage complex schedules and meet changing deadlines is essential for the position.

Objectives of this position

To be the eyes and ears of the office, providing information, responding to questions and responding to requests.

Ensure optimal operation of office equipment, supplies and inventory with preventative maintenance.

Maintain workflow by analyzing and refining standard operating procedures such as scheduling, communications, office layout, etc.

Coordinate internal and external resources to streamline work flow

Monitor and achieve organizational goals while maintaining best practices.

Daily and monthly responsibilities

Provide front desk coverage, including managing a multilingual phone system, greeting clients entering the office, managing incoming and outgoing mail and shipments, and maintaining an organized and clean office environment.

Provide direct administrative support to senior leadership, including email correspondence, and the generation and distribution of memos, letters, spreadsheets, forms, and faxes

Plan, organize and schedule company meetings held in the office, off-site and via video conferencing.

Coordinate domestic and international travel arrangements for all levels of employees.

Maintain filing system, contact database, employee roster, and inventories

Oversee and order office supplies and food deliveries for group meetings

Skills and Qualifications

High school diploma or equivalent

Demonstrated administrative experience

Excellent written and verbal communication skills

Strong time management and multitasking skills

Proficient in Microsoft Office, with an aptitude for learning new programs and systems

Preferred qualifications

College degree

Office management experience

Experience in budget and expense management

Experience in developing internal processes and filing systems

Comfortable handling confidential information