Administrative Support Specialist
4 weeks ago
We are seeking an experienced Executive Administrative Assistant to provide high-level administrative support to our team. This is a temp to perm opportunity that is onsite Monday through Friday.
Key Responsibilities- Provide administrative support to ensure efficient office operations, including maintaining physical and digital filing systems.
- Answer phone calls, direct callers to appropriate personnel, schedule appointments, sign for incoming packages, and assist clients and other visitors.
- Respond to emails and other digital queries and correspondence, and manage calendars for senior staff, including making travel arrangements.
- Draft and edit letters, reports, and other documents, and input and update information in databases and spreadsheets.
- Prepare meeting agendas and take meeting minutes, coordinate logistics for meetings, including room setup and catering, and use word processing and presentation software to create and edit documents.
- Operate and maintain office equipment, including printers, copiers, and fax machines, and work with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
- Research as requested and compile and summarize information for reports or presentations, and work closely with other administrative staff and support other colleagues as needed.
- Maintain confidentiality and security, and ensure compliance with privacy policies and regulations, and ensure that deadlines are met and adapt to changing priorities.
- Present a positive and professional image for the organization, and coordinate and arrange meetings, prepare agendas, reserve and prepare facilities, and record and transcribe minutes of meetings.
- Candidates should have experience with reconciling bills, be well-versed with mail merges, have advanced MS Excel skills, and be able to read and understand contracts, and have general accounting knowledge.
- High school diploma or equivalent, Associate's degree, Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) certification, past administrative experience or tenure in an office setting a plus.
- All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.
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