Overview
The Administrative Assistant is a vital team member responsible for managing daily operations and providing essential support to colleagues and clients. Primary responsibilities encompass front desk management, accounting assistance, marketing support, and general administrative tasks.
By effectively handling front desk operations, the Administrative Assistant ensures a warm and welcoming experience for clients and guests. Additionally, they contribute to the accounting department through various tasks such as data entry and report generation. In the marketing realm, the Administrative Assistant plays a role in content creation and social media management.
Core Competencies
- Customer Focus
- Communication
- Teamwork
- Time Management
- Adaptability/Flexibility
- Planning and Organizing
- Problem Solving
- Accountability and Dependability
- Ethics and Integrity
- Mediating and Negotiating
- Leadership
- Mathematical Reasoning
- Development and Continual Learning
- Technology
Job Duties
- Greeting visitors: Welcome guests and clients, providing a positive first impression and directing them to the appropriate person or department.
- Managing phone calls: Answer, screen, and forward incoming phone calls, ensuring professional communication and efficient message relay.
- Scheduling appointments: Coordinate and manage appointments, meetings, and events, maintaining an organized and up-to-date calendar. This includes booking rooms for in-person meetings and setting up virtual meetings using appropriate software or platforms.
- Data entry and filing: Input data accurately, update records, and maintain organized filing systems for easy retrieval of information.
- Handling correspondence: Manage incoming and outgoing mail, emails, and other forms of communication to ensure prompt and professional responses.
- Providing general administrative support: Assist with various tasks, such as preparing reports, coordinating office supplies, and managing office equipment, to maintain an efficient and organized work environment. Assist with various tasks, such as updating brochures, to ensure that marketing materials and other resources are current and relevant.
- Accounting support: Utilize QuickBooks for entering funds, donations, and sending invoices, ensuring accurate financial record-keeping and timely processing of financial transactions.
- Office environment upkeep: Water plants and monitor the water level in the drinking water tank, ensuring a well-maintained and comfortable office environment for employees and visitors.
- Maintaining inventory: Monitor and replenish office supplies, such as paper, toner, and stationery, to ensure adequate stock and prevent shortages.
- Event planning: Assist with organizing and coordinating events, including booking venues, arranging catering, and sending invitations, to ensure successful and well-planned events.
- Social media management: Create and schedule social media posts, engage with followers, and monitor online interactions to maintain an active and positive online presence.
Requirements
Education:
- High school diploma or equivalent; associate or bachelor's degree may be preferred.
Experience:
- Previous experience in an administrative or accounting role, ideally in a similar industry or setting.
- Familiarity with office procedures, equipment, and software, such as Microsoft Office Suite and Google Workspace.
Skills:
- Excellent communication skills, both written and verbal.
- Strong organizational skills and attention to detail.
- Proficiency in using office equipment, such as printers, scanners, and copiers.
- Ability to multitask and prioritize tasks effectively.
- Familiarity with scheduling and event planning.
- Strong problem-solving skills and adaptability.
- Customer service orientation and professionalism.
- Basic understanding of accounting and bookkeeping principles (preferred).
- Knowledge of industry-specific software, such as QuickBooks or event management software (preferred).
Work Conditions
- Travel may be required.
- Manual dexterity is required to use desktop computers and peripherals.
- Overtime as required.
- Intermittent physical activity including walking, standing, sitting, lifting and supporting items.
- Reports to the Executive Administrator.
Application Instructions
To apply, please submit a cover letter and resume outlining your qualifications and interest in the position.
Job Types: Full-time, Permanent
Work Location: In person
