Key Responsibilities and Duties
Office Operations Management:
Oversee and coordinate day-to-day office activities, ensuring compliance with company policies.
Manage office supplies, monitor inventory, and place orders as necessary.
Maintain and manage office equipment (printers, copiers, etc.), coordinating repairs and maintenance.
Manage incoming and outgoing mail, packages, and deliveries.
Communication & Correspondence:
Handle incoming and outgoing phone calls, screening, redirecting, and taking messages professionally.
Manage email correspondence, sorting, prioritizing, and responding where appropriate.
Serve as the primary point of contact for internal and external stakeholders (visitors, vendors, clients).
Scheduling and Logistics:
Manage and maintain calendars for management or teams, scheduling appointments and resolving conflicts.
Coordinate and arrange travel, including booking flights, accommodations, and ground transportation.
Organize and set up meetings (both in-person and virtual), preparing agendas, setting up equipment, and taking detailed meeting minutes.
Documentation and Data Management:
Create, edit, and proofread documents, reports, presentations, and spreadsheets.
Organize and maintain filing systems (both physical and digital), ensuring records are accurate and easily retrievable.
Perform data entry, update databases, and maintain confidential employee or client records with discretion.
Financial/HR Support (May vary):
Assist with basic bookkeeping, expense tracking, and invoice processing.
Support the Human Resources team with onboarding new employees, maintaining staff records, and assisting with internal events.
Required Skills and Qualifications
Education: High school diploma or GED required; associate's or bachelor's degree in Business Administration or a related field is often preferred.
Experience: Proven experience in an administrative, office assistant, or similar role.
Technical Proficiency:
Expertise in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or equivalent software.
Familiarity with office management software (e.g., calendar systems, databases, CRM).
Core Competencies:
Outstanding Organizational Skills and attention to detail.
Excellent Verbal and Written Communication Skills.
Strong Time Management and ability to effectively prioritize and multitask.
Professionalism and the ability to handle sensitive or confidential information with discretion.
Problem-Solving and a proactive, self-motivated approach to work.
