Administrative Assistant II

The Administrative Assistant II provides administrative support to ensure the smooth operation of the office with minimal supervision. The Administrative Assistant II is responsible for supporting office operations through general administrative tasks. This role involves handling phone calls, managing office supplies, scheduling appointments, assisting with document management, and providing customer service. The role ensures that the office environment is organized and well-maintained, contributing to a productive workplace. By handling these essential duties, the Administrative Assistant II helps ensure that daily office functions run smoothly and effectively.

• Answer and direct phone calls, take messages, and respond to inquiries professionally
• Greet and assist visitors in a professional and friendly manner
• Maintain office supplies inventory and order new supplies as needed
• Manage filing systems (physical and digital), ensuring documents are organized and easy to access
• Prepare and distribute internal and external communications, including emails, memos, and documents
• Schedule appointments, meetings, and conferences for staff or management
• Organize meeting rooms, arrange for necessary materials, and take meeting minutes when required
• Coordinate travel arrangements (e.g., booking flights, hotel reservations, and transportation) for staff or management
• Input and update data in spreadsheets, databases, and other office systems
• Assist with preparing reports and presentations
• Ensure that documents are accurate, complete, and properly filed
• Serve as a point of contact for clients, vendors, and other external stakeholders
• Handle routine customer inquiries and resolve basic issues in a timely manner
• Coordinate deliveries, mail, and shipments. 15. Assist senior administrative staff with special projects as needed
• Perform basic bookkeeping or assist with maintaining records and support timekeeping functions. (e.g., invoices, receipts, payroll)
• Help prepare materials for training, orientation, or company events
• Provide backup support for other team members as needed
• Maintains established departmental policies and procedures, objectives, quality assurance program safety, environmental, and infection control standards 

Education:

• High school diploma or equivalent; Associate’s degree or higher preferred.

Experience:

• 5+ years prior experience in a similar administrative role.