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Administrative Assistant

2 months ago

Charlotte, United States Magnify Full time

SUMMARY:

The Administrative Specialist is responsible for supporting the organization by handling a variety of administrative tasks, ensuring smooth daily operations, and assisting various departments as needed.


KEY RESPONSIBILITIES:


General Administration:

  • Perform a range of secretarial and administrative duties essential to daily operations.
  • Handle invitation letters, passport renewals, and international visa processes, including document verification.
  • Coordinate legal document movements and respond to related inquiries.
  • Manage administrative agreements and service contracts with key accounts.
  • Purchase gifts for clients and organize donations.
  • Oversee office supply orders, including furniture and software.


Event & Travel Coordination:

  • Assist in planning and coordinating sales conferences, including venue booking and travel arrangements.
  • Organize company events such as holiday parties and promotions.
  • Manage travel arrangements for staff, ensuring compliance with company policies.


Facilities & Supplies Management:

  • Oversee building access cards, office keys, and new hire badges.
  • Handle office stationery orders, including business cards and nameplates.


Mail & Shipping:

  • Prepare and send UPS packages, handle certified mail, and manage postage.


Accounting Support:

  • Maintain general files and request necessary forms for new accounts.
  • Open mail in the absence of the Finance Director.
  • Manage the UPS account, verify invoices, and process payments.
  • Handle client credit applications, asset management, and vendor payments.
  • Follow up on credit and collections, and update financial records.