The Administrative Assistant provides high-level administrative and operational support to department leadership and management teams. This position is responsible for coordinating administrative activities, managing confidential business information, organizing schedules and meetings, preparing reports and correspondence, and supporting special projects. The Administrative Assistant serves as a key resource to ensure efficient department operations and professional communication with internal and external stakeholders.
JOB FUNCTIONS
Administrative and Executive Support
Manage calendars, schedules, and meeting coordination for leadership.
Screen and prioritize communications, including emails, phone calls, and correspondence.
Prepare reports, presentations, meeting agendas, and business documents.
Coordinate travel arrangements and expense reporting as needed.
Maintain confidential personnel and business records.
Office and Operational Support
Monitor and improve administrative processes to promote efficiency.
Maintain departmental filing systems and records.
Coordinate office supply purchases and vendor interactions.
Assist with invoice processing, purchase requests, and document management.
Communication and Project Coordination
Serve as a liaison between management, employees, customers, and external business partners.
Coordinate meetings, events, and departmental communications.
Support special projects and initiatives by gathering information, tracking progress, and preparing status updates.
Follow up on action items and deadlines.
Reporting and Data Management
Create and maintain spreadsheets, databases, and tracking reports.
Compile data and prepare routine and ad hoc reports for management.
Ensure accuracy and integrity of departmental records and information.
Other Duties
REQUIRED JOB SKILLS
Requires a High School Diploma or equivalent and a minimum of one (1) year of administrative or office experience.
Strong organizational, time management, and multitasking skills.
Excellent written and verbal communication skills.
Ability to exercise sound judgment and maintain confidentiality.
Strong attention to detail and accuracy.
Ability to work independently with minimal supervision.
Advanced proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
PREFERRED JOB SKILLS
Associate degree in Business Administration, Office Management, or a related field preferred.
Three (3) or more years of progressively responsible administrative support experience.
Experience supporting management or executive-level personnel preferred.