Administrative Assistant

3 hours ago

Hattiesburg, MS, United States PrideStaff Full time
Job Title: Administrative Assistant

? Job Summary

The Administrative Assistant provides essential support to ensure the efficient operation of the office, department, or company leadership. This position involves a wide range of duties including organizational, clerical, and administrative tasks. The ideal candidate is proactive, highly organized, detail-oriented, and capable of managing multiple projects simultaneously with minimal supervision.

? Key Responsibilities
  • Office Management:
  • Maintain and organize physical and electronic files and records.
  • Manage office supplies inventory; place orders and ensure stock levels are maintained.
  • Coordinate and schedule maintenance or repairs for office equipment (e.g., copiers, printers).
  • Sort and distribute incoming/outgoing mail, packages, and deliveries.
Communication & Scheduling:
Answer and direct phone calls, taking messages as necessary.
Manage and maintain calendars, schedule appointments, and coordinate internal and external meetings.
Draft, proofread, and prepare professional correspondence, reports, presentations, and documents.
Act as a point of contact for internal staff, clients, and external vendors.
Meeting & Travel Coordination:
Prepare meeting materials, agendas, and minutes; ensure all necessary resources are available.
Coordinate and book domestic and international travel arrangements (flights, hotels, ground transportation).
Prepare and process expense reports for executives or staff.
Financial & Data Support (as needed):
Assist with basic bookkeeping tasks, such as processing invoices, tracking expenses, or preparing billing.
Manage and update databases or contact lists.
General Support:
Assist in planning and executing company events, meetings, or employee functions.
Provide general administrative and clerical support to other departments as needed.

? Required Qualifications
  • Education: High school diploma or equivalent; Associate's or Bachelor's degree preferred.
  • Experience: [1-3] years of proven experience as an Administrative Assistant, Secretary, or in a similar administrative role.
  • Technical Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) or Google Workspace.
  • Experience with standard office equipment (e.g., multi-line phone systems, copiers, scanners).
  • Familiarity with scheduling software (e.g., Google Calendar, Microsoft Exchange).
Soft Skills:
Excellent written and verbal communication skills.
Strong organizational and time management abilities.
High level of discretion and professionalism when handling confidential information.
Ability to work independently, prioritize tasks effectively, and meet deadlines.

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