Office Support Specialist

2 weeks ago

Oakland, California, United States Almed Jameson Full time
Job Overview

Position Summary:

The role of an administrative assistant is crucial in providing essential support to the organization or specific team members by managing a variety of administrative responsibilities. This position is key to maintaining effective and efficient operations within the office environment.

Core Responsibilities:

  1. Calendar Coordination:
  • Oversee and manage the schedules for executives or departments.
  • Arrange appointments, meetings, and conferences, ensuring no scheduling conflicts arise.
  • Send out reminders and follow-ups for all scheduled engagements.
  1. Meeting Facilitation:
  • Organize meeting logistics, including reserving rooms, setting up necessary equipment, and preparing agendas.
  • Document and distribute meeting minutes.
  • Communicate with participants to confirm attendance and manage any adjustments.
  1. Communication Management:
  • Handle incoming and outgoing communications, including emails, phone calls, and postal mail.
  • Draft and proofread letters, emails, reports, and other documentation.
  • Ensure timely and professional responses to all correspondence.
  1. Record Keeping:
  • Maintain organized and accurate filing systems, both digital and physical.
  • Manage confidential and sensitive information with the utmost discretion.
  • Update records and databases as required.
  1. Data Management and Financial Support:
  • Input data into company databases or systems with precision.
  • Assist with basic financial tasks, such as invoicing, expense tracking, and account reconciliation.
  • Generate financial reports and summaries as needed.
  1. Office Administration:
  • Order and maintain office supplies and inventory.
  • Coordinate maintenance and repairs for office equipment.
  • Ensure a clean and efficient office environment.

Required Skills and Qualifications:

  • Effective Communication:Strong verbal and written communication skills for successful interaction with colleagues, clients, and vendors.
  • Organizational Skills:Exceptional organizational abilities to manage multiple tasks and prioritize effectively.
  • Technical Skills:Proficiency in office software, including Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant tools.
  • Attention to Detail:High level of accuracy and attention to detail in all tasks.
  • Confidentiality:Ability to handle sensitive information with integrity and professionalism.

Work Environment:

  • Office Setting:Typically operates within an office environment, either onsite or remotely.
  • Collaborative Teamwork:Works closely with other administrative staff, executives, and departments to support organizational objectives.
  • Varied Responsibilities:Handles a range of tasks that may vary daily, requiring flexibility and adaptability.

Performance Indicators:

  • Task Completion:Evaluates the timeliness and accuracy of completed tasks.
  • Efficiency:Monitors the ability to manage time and prioritize effectively.
  • Communication Quality:Assesses the clarity and professionalism of communication with colleagues and external parties.
  • Client Satisfaction:Utilizes feedback from executives, colleagues, and clients to measure service quality and support effectiveness.

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