Office Administrative Assistant

Job Summary

Provides high-level administrative support.

Performs routine clerical and administrative functions, such as drafting correspondence, scheduling appointments,

organizing, and maintaining records, or providing information to callers and customers.

Customer Service.

General Accountabilities

Prepares reports, memos, letters, and other documents.

Answers phone calls and directs calls to appropriate persons or takes messages.

Edits documents prepared by others

Ensures confidentiality and controls access to sensitive information, such as staff personnel files

Conducts research, compiles data, and prepares papers for consideration and presentation by executives.

Arranges with vendors for services, prepares agendas, gathers, and organizes supporting information.

Schedules, assigns, and prioritizes workload by setting appropriate deadlines.

Responds to inquiries and requests for information requiring knowledge of departmental and company policies and

procedures.

Serves as an internal resource to administrators or staff on departmental and company procedures.

Performs administrative duties associated with scheduling and coordinating meetings and planning events.

Greets visitors and determines whether they should see specific individuals.

Reads and analyzes incoming memos, submissions, and reports to determine their significance and then distributes

to the appropriate individual.

Performs general office duties, such as ordering supplies, maintaining records (electronic and physical),

management database systems and performing basic bookkeeping work.

Opens, sorts, and distributes incoming correspondence.

Makes travel arrangements for executives.

Prepares agendas and makes arrangements, such as coordinating catering for luncheons and other meetings.

Provides clerical support to other departments.

Orders office supplies as necessary

Perform various clerical duties.

Operate equipment such as copers, printers, computers.

Occasional running errands (post office, supply store)

The company reserves the right to add or change duties at any time.

Job Qualifications

Education: Associate degree

Experience: 3-5 years of related experience; or equivalent combination of education and experience

Bilingual is a must (English & Spanish)

Skills

Excellent verbal and written communication

Active listening

Service orientation and customer focus.

Coordination

Time management

Monitoring

Judgment and decision making

Organization and prioritization are the core elements of the Administrative Assistant's responsibilities. You must

know how to keep yourself and others organized and how to determine which tasks are the most important in a

given list.

Courteous, reliable.

Strong work ethic.

Multitasking ability.