What does it mean to be an Administrative Assistant?
Performs varied secretarial and administrative duties for an administrative department.
- Oversees office operations.
- Manage and maintain executives' schedules. Makes sure that CEO arrives.
- Schedule and assist project teams and CEO with executive meetings and travel plans.
- Open, sort, and distribute incoming correspondence, including faxes and email. Maintain all business office files.
- Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, company holiday dinner, and other meetings.
- Attend phone calls from prospective and current clients and also respond to the emails received from clients and concerned party members.
- Prepare and mail all U.S./UPS/FedEx packages.
- Procure office & project supplies.
- Researches information, as requested, such as prospective client industry, current job role, etc. to support marketing related activities.
- Records and summarizes minutes for typing and distribution.
- Attends functions to ensure satisfactory outcome.
- Ensures confidentiality and controls access to sensitive information, such as staff personnel files.
- Reviews CEO emails when requested for grammar, tone, etc.
- Schedule CEO personal appointments (e.g. doctor visits, eye exams, car maintenance, etc.)
- Performs other related duties as assigned or requested.
- Minimum Education: Some College
- Minimum Experience: Minimum 2 years of verifiable experience in administrative and clerical procedures.
- Preferred Education: Associate’s degree
- Preferred Experience: 3 Years, or equivalent combination of education and experience.
- Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives.
- Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Works well in group problem solving situations; Uses reason.
- Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds informatively to questions; Demonstrates group presentation skills; Participates in meetings.
- Written Communication - Writes clearly and concisely; Edits work; Varies writing style to meet specific needs; Able to read and interpret written information.
- Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Multi-tasking - Ability to manage multiple projects and work assignments simultaneously.
- Troubleshooting - Be proactive and exhibit the ability to troubleshoot and to provide solutions.
- Professionalism - Exhibits adherence to courtesy, honesty and responsibility when dealing with individuals or other companies in the business environment.
- Time Management - Provides updates and learns how to manage deadlines.
- Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
- Customer Service
- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
- English Language
- Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
- Required to sit.
- Required to use hands to finger, handle, or feel.
- Required to reach with hands and arms.
- Required to talk or hear.
- Occasionally required to walk.
- Occasionally required to bend, lift or climb.
- Occasionally required to lift light weights (less than 25 pounds).
- Occasionally required to lift moderate weights (25-50 pounds).
- Occasionally required to lift heavy weights (50 pounds or greater).
- Finger dexterity required.
- Hand coordination required.
- Specific vision abilities required for this job include: close vision, distance vision, ability to adjust or focus.
- Possible risk of electrical shock.
- The noise level in the work environment usually is under 85 dBA, however may be exposed to higher levels while traveling at an airport.
Are you stellar at this particular set of skills we're looking for?
Get our attention by sending a copy of your resume with a brief email or cover letter letting us know why you are the best candidate for the job and your salary requirements. Prove that you actually read this document by sending it all to firstname.lastname@example.org
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