Administrative Assistant

The Administrative Assistant provides essential clerical, organizational, and administrative support to managers, employees, departments, and company operations. This position is responsible for coordinating daily office activities, maintaining records, managing correspondence, scheduling meetings, preparing documents, and assisting with a variety of administrative tasks.

The ideal candidate is organized, dependable, detail-oriented, professional, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

• Provide day-to-day administrative and clerical support to management and staff.
• Answer, screen, and direct telephone calls and emails.
• Greet visitors and provide professional assistance as needed.
• Schedule and coordinate meetings, appointments, and conferences.
• Maintain calendars and communicate schedule changes.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, spreadsheets, and other documents.
• Maintain accurate electronic and physical filing systems.
• Enter, update, and retrieve information from databases and company systems.
• Process incoming and outgoing mail, packages, and documents.
• Order and maintain office supplies and equipment.
• Prepare meeting agendas, materials, minutes, and follow-up documentation.
• Coordinate travel arrangements, reservations, and itineraries when required.
• Assist with expense reports, invoices, purchase orders, and other administrative financial documents.
• Assist with data entry and recordkeeping.
• Maintain confidential company and employee information.
• Communicate with customers, vendors, clients, employees, and other external contacts professionally.
• Assist with onboarding, office events, training, and special projects.
• Prepare and organize documents for presentations, meetings, and business activities.
• Track deadlines, assignments, and administrative requests.
• Coordinate with other departments to ensure administrative tasks are completed efficiently.
• Identify opportunities to improve office procedures and administrative processes.
• Perform other duties and special projects as assigned.

Required Qualifications

• High school diploma or equivalent required.
• Previous administrative, clerical, office, or customer service experience preferred.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office or Google Workspace.
• Ability to use email, calendars, spreadsheets, databases, and office software.
• Professional telephone and email etiquette.
• Ability to multitask and prioritize competing assignments.
• Ability to work independently and as part of a team.
• Strong problem-solving and follow-through skills.
• Ability to maintain confidentiality.
• Reliable attendance and punctuality.

Preferred Qualifications

• Associate's or bachelor's degree in Business Administration, Office Administration, or a related field.
• Experience supporting executives, managers, or multiple departments.
• Experience with scheduling and calendar management.
• Experience preparing reports, presentations, and spreadsheets.
• Familiarity with CRM, ERP, HRIS, or document-management systems.
• Experience handling invoices, purchase orders, expenses, or basic bookkeeping tasks.
• Experience coordinating meetings, events, or business travel.

Essential Skills

Organization: Keeps schedules, documents, records, and daily activities organized.

Communication: Communicates clearly and professionally with internal and external contacts.

Time Management: Prioritizes multiple assignments and completes work within deadlines.

Attention to Detail: Produces accurate documents and identifies errors before information is distributed.

Computer Skills: Effectively uses office software, email, calendars, databases, and other business systems.

Customer Service: Provides professional and helpful assistance to employees, clients, visitors, and vendors.

Confidentiality: Handles sensitive business and employee information responsibly.

Problem Solving: Resolves routine administrative issues and knows when to escalate more complex matters.

Typical Administrative Duties

The Administrative Assistant may be responsible for:

• Calendar and appointment management
• Telephone and email communication
• Data entry
• Document preparation
• Filing and recordkeeping
• Meeting coordination
• Office supply management
• Mail and package handling
• Travel arrangements
• Expense and invoice processing
• Report preparation
• Spreadsheet maintenance
• Customer and vendor communication
• Office event coordination
• Administrative project support

Performance Expectations

Performance may be evaluated based on:

• Accuracy and quality of administrative work
• Timely completion of assignments
• Organization and recordkeeping
• Responsiveness to requests
• Professional communication
• Reliability and attendance
• Ability to manage multiple priorities
• Confidentiality and discretion
• Customer service
• Computer and administrative skills
• Ability to work effectively with management and coworkers

Work Environment

The Administrative Assistant typically works in an office, corporate, healthcare, educational, nonprofit, government, or other professional environment. Depending on the organization, the position may be on-site, hybrid, or remote.

The role involves frequent computer use, telephone and email communication, interaction with employees and external contacts, and occasional coordination of meetings and office activities.

Physical Requirements

• Ability to sit or stand for extended periods.
• Ability to use a computer, keyboard, mouse, telephone, printer, scanner, and other office equipment.
• Ability to read documents and computer screens for extended periods.
• Ability to occasionally lift or move office supplies and files.
• Reasonable accommodations may be provided for qualified individuals with disabilities.