Administrative Support

Roles and responsibilities

Gathers statistics and general data; reviews, analyzes, and combines the information into established reports for use within and outside the group. Such reports may be in spreadsheet or graphical format, or narrative style word processing. May be responsible for verifying data gathered such as matching supplier invoices against file copies.
May be responsible for obtaining data necessary for completion of the group’s overhead budget and associated recurring reports.
Establishes and maintains directory of those assigned to the group; updates phone and location numbers; tracks paid time off hours taken and projected to be taken, keeps resumes current, if appropriate for the group.
Handling basic office tasks, such as filing, delivering mail, answering emails and phone calls, and data entry.
Coordinating schedules and managing calendars for multiple parties to ensure that activities are properly arranged with no conflicts.
Making travel arrangements and preparing documents, presentation materials, and facilities for meetings.
Entering and updating company, employee, and client records.
Ordering, storing and distributing office supplies.
Maintaining, repairing, or replacing office equipment.
Directing, reviewing, and optimizing office operations to increase accuracy, productivity, and efficiency and reduce costs.
Providing basic bookkeeping services
Completes additional duties as assigned.
1. Executive and Managerial Support
Calendar Management: Oversee and manage executives’ or managers’ calendars, scheduling meetings, appointments, and travel arrangements while prioritizing time-sensitive matters.
Email and Communication Management: Monitor emails, filter communications, and draft responses on behalf of executives or managers, ensuring clear and timely communication.
Meeting Coordination: Organize and prepare for meetings by scheduling, sending invitations, booking conference rooms, preparing agendas, and taking minutes.
Confidential Correspondence: Handle sensitive communications and confidential materials with discretion and professionalism.

Desired candidate profile

Degree in business administration or a relevant field is preferred.
At least 5 years’ experience in administrative services or related fields.
Additional education, certifications, or experience is advantageous.
Familiarity with office technology and equipment, including computers, fax machines, scanners, printers, phone systems, etc.
Exceptional verbal and written communication skills.
Proactive, organized approach to multitasking.
Strong leadership and interpersonal skills.
Professional appearance, courteous manner, and clear, friendly phone voice.
Proficiency in Microsoft Office Suite: Advanced knowledge of Microsoft Word, Excel, PowerPoint, and Outlook for creating documents, managing schedules, and preparing presentations.
Office Management Software: Familiarity with office management and communication tools such as Slack, Zoom, Google Workspace, and Trello.
Document Management Systems: Experience with document management software and cloud-based storage platforms (e.g., Google Drive, Dropbox, SharePoint).
Basic Accounting Software: Familiarity with accounting software (e.g., QuickBooks, SAP) for managing invoices, expenses, and budgeting is a plus.