Administrative Assistant

Datrose•Staten Island, NY

3d•Onsite

About The Position

We are seeking a professional and dependable Administrative Assistant to provide front desk, administrative, and clerical support in a busy office environment in Staten Island, NY. The ideal candidate will have excellent communication and organizational skills, a professional demeanor, and the ability to manage multiple priorities while maintaining confidentiality. The Administrative Assistant will serve as a key point of contact for visitors, telephone callers, staff, and participants and will be responsible for ensuring the front desk operates efficiently and professionally.

Requirements

Previous administrative, receptionist, clerical, or office support experience preferred.
Experience answering and directing telephone calls in a professional office setting.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Proficiency with Microsoft Word and Outlook.
Experience using Zoom and Microsoft Teams.
Strong typing and data-entry skills with attention to accuracy.
Ability to handle confidential and sensitive information appropriately.
Strong organizational skills and attention to detail.
Ability to multitask, prioritize assignments, and work effectively in a busy environment.
Professional appearance and demeanor.
Ability and willingness to learn a case management system and other office procedures.
Authorization to work in the U.S. is a precondition of employment.

Nice To Haves

The ideal candidate is organized, reliable, professional, and comfortable interacting with the public. This individual should be able to work independently, communicate effectively with staff and visitors, and maintain a high level of accuracy and confidentiality while handling multiple responsibilities at the front desk.

Responsibilities

Answer incoming telephone calls, determine the nature of each call, and notify and/or transfer calls to the appropriate individual.
Greet visitors in a professional and courteous manner and provide directions and assistance as needed.
Check visitor identification, issue visitor badges, and notify the appropriate staff member of the visitor's arrival.
Maintain the front desk procedure book, including current staff schedules and other relevant information.
Manage multiple tasks simultaneously and effectively prioritize responsibilities.
Type documents, case notes, correspondence, and other materials as required.
Communicate important information to the staff member covering reception during breaks and lunch periods.
Log incoming and outgoing documents and other materials accurately.
Date stamp incoming mail, documents, and other correspondence as required.
Utilize Microsoft Word and Outlook for daily administrative tasks and communication.
Utilize Zoom and Microsoft Teams communication platforms.
Maintain a clean and professional reception area.
Keep documents and sensitive information out of sight of visitors and maintain strict confidentiality regarding participants and office information.
Learn and utilize the organization's case management system to look up information and enter/update records.
Provide general administrative and clerical support to staff as needed.
Perform other related duties and responsibilities as assigned.