Administrative Assistant

Equus•Milwaukee, WI

1d•Onsite

About The Position

Maintain a professional and energetic demeanor while supporting operations in a large office environment. Gather and process electronic records requests received from clients in a timely and accurate manner. Serve as primary administrative support to the Project Director and management staff, ensuring their operational needs are met efficiently. Provide comprehensive administrative and clerical support across multiple departments and functional areas. Enter information into databases as needed and prepare various documents including memos, reports, correspondence, newsletters, and other communications as directed. Manage incoming and outgoing mail distribution to appropriate personnel and scan all accounts payable documentation into the system. Handle high-volume inbound and outbound telephone calls with professionalism, courtesy, and efficiency, directing inquiries to appropriate staff members. Organize and maintain filing systems, both physical and electronic, ensuring proper records management and easy retrieval of documents. Coordinate scheduling and calendar management for Project Director and management staff, including meeting preparation and coordination. Maintain strict confidentiality when handling sensitive electronic records and client information in compliance with organizational policies. Perform other duties as assigned to support the overall operations and objectives of the organization.

Requirements

High School Diploma or equivalent
Excellent written and verbal communication skills with ability to interact professionally with diverse customer bases
Proficient computer skills with demonstrated typing ability and capacity to multitask across multiple programs simultaneously
Strong organizational and time management skills with ability to prioritize multiple tasks in a fast-paced environment
Ability to handle high-volume outbound and inbound calls with professionalism and courtesy
Demonstrated attention to detail and accuracy in data entry and documentation
Ability to maintain confidentiality and handle sensitive electronic records appropriately

Nice To Haves

Previous experience working in an office or administrative environment
Proficiency in Microsoft Excel and database management systems
Experience with records management or document scanning procedures
Familiarity with accounts payable processes and financial documentation
Experience in a customer service-oriented role
Ability to work effectively as part of a team in a large office setting

Responsibilities

Gather and process electronic records requests received from clients in a timely and accurate manner.
Serve as primary administrative support to the Project Director and management staff, ensuring their operational needs are met efficiently.
Provide comprehensive administrative and clerical support across multiple departments and functional areas.
Enter information into databases as needed and prepare various documents including memos, reports, correspondence, newsletters, and other communications as directed.
Manage incoming and outgoing mail distribution to appropriate personnel and scan all accounts payable documentation into the system.
Handle high-volume inbound and outbound telephone calls with professionalism, courtesy, and efficiency, directing inquiries to appropriate staff members.
Organize and maintain filing systems, both physical and electronic, ensuring proper records management and easy retrieval of documents.
Coordinate scheduling and calendar management for Project Director and management staff, including meeting preparation and coordination.
Maintain strict confidentiality when handling sensitive electronic records and client information in compliance with organizational policies.
Perform other duties as assigned to support the overall operations and objectives of the organization.