Administrative Assistant

Job Summary :

The Administrative Assistant will provide high-level administrative support to CEO, office manager and other management staff.

Duties / Responsibilities :

• Provide administrative support to Management to ensure efficient operations.
• Answer phone calls, schedules meetings and supports visitors.
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Complete operational requirements by scheduling and assigning administrative projects and expediting work results.
• Make travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
• Exhibit polite and professional communication via phone, e-mail, and mail.
• Support team by performing tasks related to organization and strong communication.
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.
• Provides information by answering questions and requests.
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
• Contributes to team effort by accomplishing related results as needed.
• Issue all appropriate legal paperwork (e.g. contracts and terms of agreement).
• Create and maintain comprehensive project documentation, plans and reports.
• Coordinate with Insurance providers.
• Performs additional duties as assigned by executives.

Required Skills / Abilities :

• Excellent verbal and written communication skills.
• Knowledge of QuickBooks.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Ability to notarize documents is preferred.
• Construction or trade experience is preferred.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
25 days ago