Administrative Assistant I

Administrative Assistant

The Administrative Assistant provides high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

Essential Job Functions

• Create, maintain, and enter information into databases.
• Prepare invoices, reports, memos, letters, and other documents
• Coordinate and direct office services, such as records, departmental account reconciliations, personnel issues, and housekeeping, to aid executives.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Prepare responses to correspondence containing routine inquiries.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, etc.
• Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Manage and maintain department and executives' schedules.
• Other duties as assigned

Skills

Effective English verbal and written communication skills

Computer literate and have working knowledge of Microsoft Office

Good customer service, active listening, and critical thinking to actively look for ways to help people

Ability to meet performance standards and deadlines

Able to concentrate and focus on detail

Bilingual is preferred

Education & Knowledge