Administrative Assistant Coordinator
7 days ago
Role Overview
The Administrative Specialist will provide high-level administrative support to the international recruitment team and immigration coordinators in a fast-paced environment. The ideal candidate will be able to adapt quickly, prioritize tasks with minimal supervision, and work as a team player.
Key Responsibilities
- Support department leadership and staff through performance of administrative functions, including telephone and receptionist duties, project support, meeting and event planning, travel arrangements, etc.
- Actively participate in outstanding customer service and accept responsibility in maintaining relationships that are equally respectful to all.
Principal Duties and Job Responsibilities
- Provides administrative support to Leadership team and staff.
- Assists with and/or manages calendars.
- Manages daily issues and provides project oversight as requested.
- Greets visitors and assists them as needed.
- Answers incoming calls, routes to appropriate personnel, records messages, and retrieves all voicemails.
- Opens and sorts all office mail. Routes outgoing mail. Acknowledges receipt of packages and special deliveries for the office.
- Organizes meetings, orders meals, and reserves locations for meetings.
- Prepares meeting materials, revises, and proofreads for accuracy prior to distribution.
- Composes drafts for weekly agendas and other documents as requested.
- Composes and edits letters, memos, and other correspondence.
- Maintains filing systems.
- Coordinates travel arrangements: lodging, flight, transportation, event registration, etc.
- Prepares expense reports.
- Tracks vendor payments, monitors check distribution, and maintains detailed records.
- Prepares payment for incoming invoices, subscriptions, supply orders, etc.
- Creates PowerPoint presentations, spreadsheets as needed for various projects or events.
- May assist with contract matters and employee-HR related functions.
- Participates in project oversight/management as requested.
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