Administrative Assistant

2 weeks ago

Louisville, United States Vaco Full time

Position Overview:
 We are seeking a highly organized and detail-oriented Assistant Administrator to support the efficient day-to-day operations of our organization. The ideal candidate will provide administrative assistance, coordinate office activities, and ensure smooth communication and documentation across departments.
Key Responsibilities:

  1. Administrative Support:
    • Manage schedules, appointments, and meetings for management and team members.
    • Prepare correspondence, reports, presentations, and other documents as needed.
    • Maintain organized and accessible filing systems, both physical and digital.

  2. Office Coordination:
    • Oversee office supply inventory and place orders as necessary.
    • Coordinate with vendors, service providers, and building management to maintain office functionality.
    • Assist with the onboarding of new employees, including setting up equipment and workspace.

  3. Communication Management:
    • Serve as the first point of contact for internal and external inquiries.
    • Respond to emails, phone calls, and messages promptly and professionally.
    • Facilitate communication between team members and departments.

  4. Event Planning and Coordination:
    • Organize and manage company events, meetings, and training sessions.
    • Handle logistics, including booking venues, ordering catering, and preparing materials.

  5. Record Keeping and Compliance:
    • Maintain accurate records of company policies, procedures, and employee files.
    • Ensure compliance with data protection and confidentiality standards.
    • Assist in preparing reports for internal and external stakeholders.
Qualifications:
  • Proven experience in administrative or assistant roles.
  • Strong organizational and multitasking skills with attention to detail.
  • Excellent verbal and written communication skills.
  • Proficiency in office software (e.g., Microsoft Office, Google Workspace) and familiarity with project management tools is a plus.
  • Ability to work independently and collaboratively in a fast-paced environment.
  • High level of discretion and professionalism.

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