Administrative Assistant

3 weeks ago

Baltimore, United States Millennial Management LLC Full time
Job DescriptionJob DescriptionSalary: $18.00 - $25.00

Millennial Management is partnering with one of Baltimore's premier clients to find a dedicated and experienced Administrative Assistant. Our client offers a dynamic and rewarding work environment with ample opportunities for career growth. If you're a self-motivated, detail-oriented professional with a strong background in customer service and office administration, we want to hear from you.


Job Description:

As an Administrative Assistant, you'll play a pivotal role in maintaining a smooth and efficient office operation. You'll be responsible for providing exceptional administrative support and ensuring that all office activities run seamlessly. Your customer service skills, proficiency in Microsoft applications, and experience in office settings are essential in this role.


Key Responsibilities:

  • Administrative Support:
    • Document Management: Prepare and organize various documents, including reports, correspondence, and presentations. Ensure accuracy, consistency, and professionalism in all materials.
    • Data Entry: Accurately input data into databases, spreadsheets, and other software applications. Verify and maintain data integrity for critical information.
  • Customer Relations:
    • Front Desk Management: Serve as the initial point of contact for visitors and callers. Greet guests, answer inquiries, and provide directions or information.
    • Phone Etiquette: Operate a multiline telephone system proficiently. Handle inbound calls, transferring them to the appropriate parties and taking detailed messages.
  • Multiline Phone System:
    • Call Handling: Efficiently manage inbound and outbound calls. Ensure courteous and professional communication with all callers.
    • Message Coordination: Accurately record and relay messages to the intended recipients. Prioritize and ensure timely follow-up as needed.
  • Calendar Management:
    • Scheduling: Coordinate schedules for executives and staff. Arrange appointments, meetings, and conference calls, ensuring that all parties are informed and prepared.
    • Reminders: Provide timely reminders for upcoming events and appointments. Maintain up-to-date calendars and make necessary adjustments.
  • Office Supplies:
    • Inventory Management: Monitor office supplies, ensuring that stock levels are adequate. Place orders for supplies, track deliveries, and manage vendor relationships.
    • Expense Tracking: Keep records of office expenses related to supplies and equipment. Verify invoices and ensure cost efficiency.
  • Documentation:
    • Document Preparation: Create and format various documents, including letters, memos, reports, and presentations. Proofread materials for accuracy and consistency.
    • Data Analysis: Assist in data analysis and reporting tasks, using software tools to compile and interpret data effectively.
  • Data Entry:
    • Data Accuracy: Input data into various systems, databases, and spreadsheets with a high degree of accuracy. Ensure that data is complete and free from errors.
    • Data Integrity: Maintain data integrity by validating and cross-referencing information as needed.
  • Meeting Coordination:
    • Logistics: Organize meetings, conferences, and special events. Set up meeting rooms, arrange seating, and coordinate catering services.
    • Documentation: Prepare and distribute meeting agendas, materials, and reports. Ensure that participants have access to all necessary information.
  • Email Management:
    • Inbox Oversight: Monitor and manage email correspondence, including screening, prioritizing, and categorizing messages.
    • Email Distribution: Forward important emails to relevant team members and respond to inquiries or requests when appropriate.
  • Office Maintenance:
    • Workspace Organization: Maintain a clean and organized office environment. Ensure that office equipment, such as printers and copiers, is functional and well-maintained.
    • Maintenance Coordination: Coordinate repairs and maintenance services for office equipment and facilities as needed.
  • Team Support:
    • Collaboration: Work collaboratively with team members and departments, offering support as necessary. Act as a resource for staff, addressing their administrative needs and inquiries.

 

Qualifications:

  • Experience: Minimum of 4 years of administrative experience in an office-related setting.
  • Customer Service: Exceptional customer service skills with a friendly and approachable demeanor.
  • Technical Skills: Proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint. Experience with office equipment and software.
  • Communication: Excellent written and verbal communication skills.
  • Organization: Strong organizational skills with an attention to detail and accuracy.
  • Self-Motivation: Ability to work independently and take initiative, requiring minimal supervision.
  • Multitasking: The capability to manage multiple tasks and priorities effectively.


Career Advancement:

Our client offers a clear path for career growth and professional development. Employees who consistently demonstrate dedication, a strong work ethic, and a commitment to excellence have the opportunity to advance within the organization.


Join Our Team:

If you're a motivated, self-starting Administrative Assistant with a passion for delivering exceptional administrative support, we want to hear from you. Join our team and be a part of an organization that values its employees and offers a rewarding and dynamic work environment.

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