The Administrative Assistant provides office support and services to ensure a smooth running office. They will assist various departments including sales, marketing, and operations. This position requires organization, good follow-up skills, the ability to manage multiple tasks, and effective communication with team members.
Responsibilities:
- Handle reception duties, including answering phones, taking messages, transferring calls, and greeting clients, vendors, and candidates.
- Schedule, confirm, and create calendar events.
- Maintain office calendar to coordinate workflow and meetings.
- Perform general clerical duties such as filing, faxing, copying, and mailing.
- Create and modify documents like invoices, reports, memos, and letters using Microsoft Office and other software.
- Maintain and order office supplies.
- Assist with recruitment tasks, including sourcing candidates, reviewing resumes, and scheduling interviews.
- Handle incoming and outgoing mail, including processing registered mail and packages.
- Maintain records and files on office equipment and maintenance agreements.
- Interact with clients, vendors, and visitors.
- Make travel arrangements for staff.
- Support staff in assigned project-based work.
- Perform customer service related tasks.
- Source new sales opportunities through lead follow-up and outbound calls and emails.
Requirements:
- Minimum of 2 years of experience in a similar office environment.
- Strong phone presence and experience making numerous calls per day.
- Excellent verbal and written communication skills.
- Ability to multi-task, prioritize, and manage time effectively.
- Experience using office productivity software tools, including Microsoft Office Suite (Word, Excel, PowerPoint) and CRM systems.
- Experience using Gmail, Google Calendar, and Google Drive.
- Knowledge of basic bookkeeping principles.
- Good writing, analytical, and problem-solving skills.
- Ability to follow oral and written instructions.
- Exceptional computer skills.
- Ability to work independently and in a team environment.
- Bilingual (English/Spanish) preferred, but not required.
- High school diploma or equivalent; college degree preferred.
Compensation:
- To Be Determined (DOE)
Type:
- Full-time / 9:00 am – 6:00 pm
Advancement Opportunities:
- Potential for advancement within the organization within the first year of employment.
