Administrative Assistant

Description

Job Summary

We are seeking an organized and detail-oriented Administrative Assistant to support daily office operations and assist the Human Resources department. This role will maintain front desk responsibilities, manage phone communications, and provide essential administrative support across multiple departments. 

Essential Duties and Responsibilities

Office Support:

• Answer, screen, and direct incoming phone calls in a professional manner.
• Greet and assist guests, directing them to the appropriate personnel.
• Perform general clerical duties, including faxing, scanning, data entry across multiple systems, and preparing accounts payable check mailings.
• Make daily trips to the post office.
• Order office supplies and manage inventory for all locations.
• Ensure office and kitchen areas are clean, stocked, and presentable at all times.
• Maintain company organization charts, employee directory, and parking allocations.

Human Resources Support:

• Administer the security badge program for all facilities.
• Maintain employee files and records in electronic format.
• Coordinate company culture events and team member training sessions.
• Ensure company postings comply with regulatory standards.
• Support employee programs such as referral initiatives and the monthly newsletter.
• Assist with special projects and initiatives as assigned.

Executive Assistant Support:

• Schedule meetings and manage calendars and agendas.
• Draft, review, and distribute communications, including emails, letters, memos, and reports.
• Attend meetings, take notes, and prepare/distribute meeting minutes.

Requirements

Knowledge, Skills, and Abilities

• Requires effective oral and written communication skills, 
• Excellent interpersonal skills
• Computer literacy with all Microsoft applications
• Critical thinking 
• Effective problem solving
• Exceptional attention to detail & time-management skills

Experience and Education

• Bachelor's degree or the equivalent years of experience.
• 2-3 years’ experience in administration, reception, clerical, and/or relevant experience.