Office Assistant
Job Title : Office Assistant
Job Summary :
The Office Assistant provides administrative, secretarial, and clerical support to others in the office to maintain an efficient office environment.
They assist colleagues and executives by supporting them with planning and distributing information. They are also required to manage reception area and look after visitors.
Key Responsibilities :
- Administrative Support : Handle office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
- Communication : Answer and direct phone calls, write and distribute email, correspondence memos, letters, faxes, and forms.
- Organization : Assist in the preparation of regularly scheduled reports, maintain a filing system, update and maintain office policies and procedures.
- Appointment Management : Schedule and coordinate appointments and meetings.
- Reception Duties : Greet and assist visitors, manage reception area.
- Database Management : Maintain a system for recording expenses and office budgets.
- Equipment Handling : Operate office equipment, such as photocopiers, printers etc., ensuring that they are serviced and repaired when necessary.
- Inventory Management : Monitor and maintain office supplies inventory, ensuring that basic supplies are always available.
- Support to Staff : Provide general support to visitors and assist with travel arrangements for staff.
- Mail Management : Sort and distribute incoming mail and prepare outgoing mail (envelopes, packages, etc.).
Skills and Qualifications :
- High school diploma or equivalent; college degree preferred.
- Proven administrative or assistant experience.
- Knowledge of office management systems and procedures.
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills.
- Proficiency in MS Office.
- Working Conditions :
- Office Assistants typically work in an office setting during regular business hours.
- This role may require sitting for extended periods and operating standard office equipment.
818) 451-1450
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