Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Office Suite (Excel, Word, PowerPoint) and office equipment. Previous experience as a or and familiarity within our industry is preferred.

Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• Answer and direct phone calls
• Organize and schedule appointments
• Maintain the corporate calendar
• Plan meetings and ensure provision of functioning equipment and relevant supplies/documentation
• Prepare outgoing mail; receive, sort and distribute incoming mail
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system; assist with department filing
• Comply with office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Maintain confidentiality

Requirements

• Proven experience as an administrative assistant or office admin assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Working Environment

Work is done in an indoor office environment.

Physical Demands

While performing the duties of this job, the incumbent is regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to operate standard office equipment; reach with hands and arms; and lift up to 15 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.