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Administrative Assistant
2 months ago
We are looking for a responsible Administrative Assistant to support our senior managers in a timely and professional manner. You will provide high-quality administrative and clerical assistance to top-level executives.
The Administrative Assistant’s main duties include scheduling meetings, making travel arrangements, filing documents and folders, organizing daily calendars and monitoring managers’ emails and responding accordingly at the direction of management. Coordinating and organizing membership events and meetings. Attending meetings, taking notes and minutes, sending membership emails and using or assisting in the use of all technology equipment.
To be successful in this role, you should be proactive, meet deadlines, be able to multi-task, have the ability to work well with other team members and communicate effectively. Our ideal candidate also has previous experience as an Executive or Administrative Assistant and is familiar with office management technologies.
Ultimately, you should be able to identify and address the needs of senior managers and perform administrative tasks to ensure our company’s workflow runs smoothly. On a few occasions, work overtime in the evening or weekend for membership events or other meetings as directed by management.
Job Responsibilities:
- Coordinate daily calendars of senior managers
- Plan appointments and events
- Act as the point of contact between executives and members/clients
- Create regular reports and update internal databases
- Monitoring managers emails and responding accordingly
- Filing documents and folders
- Make travel arrangements
- Manage phone calls and emails
- Respond promptly to managers’ queries
- Create and send member email communications
Job Requirements:
- Proven work experience as an Administrative Assistant, Executive Secretary, or similar role
- Working in a team environment
- Positive and friendly attitude
- Advanced skills with MS Office Suite programs (MS Word, Excel, PowerPoint and Outlook) working knowledge of databases and maintaining on-line shared systems
- Familiarity with online calendars and cloud systems
- Experience using office equipment, including printers and fax machines
- QuickBooks experience is preferred but not required
- Strong communication skills (via phone, email and in-person)
- Ability to muti-task and follow directions
- Experience exercising discretion and confidentiality with sensitive company information
- Excellent organizational skills with an ability to think proactively and prioritize work
