Administrative Assistant

Description

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of the office. This position serves as a key point of contact for staff, clients, and external stakeholders while maintaining professionalism, organization, and confidentiality. The Administrative Assistant is responsible for managing office functions, coordinating communications, maintaining records, and providing support to leadership and team members. The Administrative Assistant reports to the Chief Human Resource Officer (CHRO).

Essential Duties and Responsibilities:

• Provide administrative and clerical support to management and departmental staff.
• Answer and direct phone calls, emails, and other correspondence in a professional manner.
• Greet visitors and assist with inquiries as needed.
• Maintain organized filing systems, both electronic and paper records.
• Schedule meetings, appointments, and maintain calendars.
• Prepare reports, letters, memos, forms, and other business documents.
• Enter, update, and maintain accurate data in organizational databases and systems.
• Assist with payroll, purchasing, and other administrative processes as assigned.
• Coordinate office supplies and maintain inventory levels.
• Support special projects and perform additional duties as assigned.
• Maintain confidentiality of sensitive information and documentation.
• Ensure office operations are completed efficiently and in accordance with agency policies and procedures.

Requirements

Qualifications:

• High school diploma or equivalent required; associate degree preferred.
• Minimum of 1-3 years of administrative or office support experience preferred.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to prioritize tasks and manage multiple responsibilities in a fast-paced environment.
• Ability to maintain confidentiality and exercise sound judgment.

Required Skills and Competencies:

• Excellent computer skills with proficiency in Microsoft Office Suite, including Word, Outlook, PowerPoint, and advanced knowledge of Microsoft Excel.
• Experience using Microsoft Excel for data entry, spreadsheets, tracking reports, formulas, and record management.
• Strong keyboarding and data entry skills with a high degree of accuracy.
• Ability to learn and utilize new software systems and technology platforms quickly.
• Strong problem-solving and customer service skills.
• Ability to work independently and collaboratively as part of a team.
• Professional demeanor and strong interpersonal skills.

Physical Requirements:

• Ability to sit for extended periods while using a computer.
• Ability to occasionally lift up to 20 pounds.
• Ability to perform routine office activities including filing, reaching, and bending.

Work Environment:

This position operates in a professional office environment and routinely uses standard office equipment including computers, telephones, printers, copiers, and scanners.