Administrative Assistant

2 days ago

Alexandria, United States MSR Collective Full time
Administrative Assistant

Overview: We are seeking a dedicated and detail-oriented Administrative Assistant to provide comprehensive administrative support within our organization. A successful candidate will play a crucial role in supporting our operations by managing calendars, scheduling meetings, preparing correspondence, organizing and maintaining files, and assisting with various administrative tasks. This position requires a commitment to excellence, the ability to handle confidential information with discretion, and a strong proficiency in office technology.

Key Responsibilities:
  • Provide administrative support, including managing calendars, scheduling meetings, making travel arrangements, and preparing correspondence.
  • Organize and maintain files, documents, and records with a focus on easy retrieval and confidentiality.
  • Draft, proofread, and edit documents such as reports, memos, and presentations.
  • Assist in preparing meeting agendas and materials, and in taking and distributing minutes.
  • Respond to internal and external inquiries, providing information in a timely and professional manner.
  • Manage shared email inboxes, ensuring effective communication flow.
  • Assist with report preparation and policy document drafting to support administrative functions.
  • Support procurement activities, including vendor research, quote obtaining, and purchase request processing.
  • Monitor and maintain inventory of office supplies, equipment, and furniture, and provide monthly reports.
  • Assist in planning and executing organizational events, conferences, and meetings, including preparing event materials.
Position Requirements:
  • Experience: At least two years of experience in an administrative support role, preferably supporting senior officials or executives.
  • Skills: Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook) and SharePoint. Familiarity with cloud-based financial management systems is a plus.
  • Education: A bachelor's degree in business administration, finance, or a related field is preferred but not mandatory.
  • Competencies: Excellent organizational, communication, and interpersonal skills. Ability to handle confidential information with discretion.

Work Environment: The position requires onsite presence, Monday through Friday, with a typical work schedule of 8:00 a.m. to 5:00 p.m. Remote work is not permitted for this role. The successful candidate must pass a background check prior to commencement.

Application Process: Interested candidates should submit their application, including a resume and any relevant certifications. Please ensure all documents are in a searchable PDF format and do not exceed twenty (20) pages in total.

Evaluation: All applications will be evaluated based on experience, qualifications, and the ability to fulfill the responsibilities outlined above. The selection will be made considering the best fit for the role based on a combination of factors including skills, experience, and educational background.

Note: This job description is intended to provide an overview of the responsibilities and requirements for this position. It is not all-inclusive, and duties may be added or changed as deemed necessary.

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