Administrative Assistant Jobs

About The Position

Requirements

• High school diploma or equivalent.
• At least 2 years of experience as an administrative assistant or in a similar role.
• Proficiency with office productivity software, such as Microsoft Office Suite.
• Excellent organizational and time-management skills, including the ability to multitask and prioritize effectively.
• Strong attention to detail and accuracy when handling documents and data.
• Excellent written and verbal communication skills.
• Strong interpersonal skills and the ability to interact professionally with internal and external stakeholders.
• Discretion and integrity in handling confidential information.
• Ability to work independently with minimal supervision and as a team member.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Ability to pass a pre-employment background check, including criminal record check, drug screening, motor vehicle record check, and reference check, according to company policy.
• Must be legally eligible to work in the United States without current or future sponsorship.

Nice To Haves

• Certification in office administration.

Responsibilities

• Coordinate internal meetings with the Executive Assistant, including room setup, catering, audiovisual needs, attendees, and logistics.
• Coordinate external meetings at the Leadership & Learning Center with the Executive Assistant, including logistics, security, custodial and building needs, vendor deliveries, attendee lists, room setups, audiovisual needs, and required materials or documents.
• Collaborate with colleagues on project-based work and provide support to maintain efficient workflows.
• Monitor and anticipate office-supply and soda-inventory needs; order copier supplies and repairs, name badges, nameplates, and lanyards.
• Respond to internal and external emails and phone calls in a timely, accurate, and professional manner.
• Process incoming and outgoing US mail.
• Assist with special projects.
• Prepare weekly branch courier packs and return distributions.
• Maintain the Leadership & Learning Center staff list and request timely updates until the list is available online.
• Coordinate with IT staff regarding updates to the Leadership & Learning Center email group.
• Work with front-desk security staff on first-floor large-box deliveries, distribution, and special projects.
• Create, update, and maintain physical and electronic filing systems and ensure documents are stored accurately and in an organized manner.
• Prepare and format documents, reports, presentations, and spreadsheets using appropriate software.
• Assist with preparing invoices and purchase orders for Accounts Payable.
• Retrieve and provide requested information, records, or reports to internal staff or external parties.
• Respond to routine inquiries and provide information to internal staff, clients, and other stakeholders.
• Assist team members with printing, copying, and scanning documents.
• Work with the Executive Assistant and Event staff on staff meetings, leadership meetings, special events, and staff retreats.