Administrative Assistant Job Description
Job Title: Administrative Assistant
Reports to: Office Manager / Department Head
Job Summary
The Administrative Assistant is responsible for providing comprehensive administrative support to ensure efficient operation of the office. This role supports managers and employees through a variety of tasks related to organization and communication. The Administrative Assistant will handle confidential and time-sensitive material and is expected to maintain a professional and courteous demeanor.
Key Responsibilities
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Administrative Support
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Manage and maintain executives’ schedules, appointments, and travel arrangements.
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Prepare and edit correspondence, communications, presentations, and other documents.
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File and retrieve documents and reference materials.
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Office Management
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Plan and coordinate meetings, conferences, and other events.
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Order and maintain office supplies inventory.
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Oversee the maintenance of office facilities and equipment.
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Communication Management
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Answer and direct phone calls; take messages as necessary.
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Handle incoming and outgoing mail and packages.
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Coordinate the flow of information both internally and externally.
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Documentation and Record Keeping
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Maintain electronic and paper records ensuring information is organized and easily accessible.
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Assist in the preparation of regularly scheduled reports.
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Develop and maintain a filing system.
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Qualifications
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Education: High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
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Experience: Minimum of 2 years of administrative support experience.
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Skills:
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Proficiency in MS Office (MS Excel and MS Outlook, in particular).
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Excellent time management skills and the ability to prioritize work.
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Attention to detail and problem-solving skills.
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Strong organizational skills with the ability to multi-task.
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Competencies
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Professionalism: Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position.
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Dependability: Follows instructions, responds to management direction; takes responsibility for own actions; and keeps commitments.
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Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions.
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Adaptability: Adapts to changes in the work environment; manages competing demands; able to deal with frequent change, delays, or unexpected events.
Working Conditions
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Work Environment: Office setting with moderate noise level.
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Physical Demands: Regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
Salary and Benefits
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Compensation: Competitive salary commensurate with experience.
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Benefits: [YOUR COMPANY NAME] offers a comprehensive benefits package, including health insurance, retirement plans, paid time off, and professional development opportunities.
About Us
[YOUR COMPANY NAME] is committed to providing an inclusive and supportive work environment. Our team values integrity, innovation, and excellence. We strive to create opportunities for growth and development while maintaining a healthy work-life balance. For more information about our company and the opportunities we offer, please visit [YOUR COMPANY WEBSITE].
Application Process
Interested candidates should submit their resume and cover letter to [YOUR COMPANY EMAIL]. Please include “Administrative Assistant Application” in the subject line of your email.