Administrative Assistant

Overview
We are seeking a dynamic and highly organized Administrative Assistant to join our team! This vital role offers an exciting opportunity to support daily office operations, enhance efficiency, and ensure a smooth workflow across departments. As an energetic and proactive member of our organization, you will be the first point of contact for visitors and callers, manage essential administrative tasks, and contribute to a positive and productive office environment. Your enthusiasm, attention to detail, and excellent communication skills will help drive our mission forward and support our team’s success.

Duties

• Greet visitors at the front desk with professionalism and warmth, providing exceptional customer service and ensuring a welcoming atmosphere.
• Manage multi-line phone systems, screen and direct calls efficiently, and handle inquiries with courtesy and clarity.
• Maintain accurate records through data entry, filing, and document proofreading to ensure all information is up-to-date and error-free.
• Utilize Microsoft Office and Google Workspace tools to prepare reports, correspondence, presentations, and spreadsheets that support daily operations.
• Coordinate calendar management and schedule appointments, meetings, and events, ensuring optimal time management for staff and executives.
• Assist with bookkeeping and basic QuickBooks tasks to support financial record-keeping and expense tracking.
• Support office management activities, including supply inventory, equipment maintenance, and organization of office spaces.
• Handle clerical tasks such as photocopying, scanning, and mailing, ensuring all administrative functions run seamlessly.
• Provide personal assistant support when needed, including travel arrangements, task prioritization, and document preparation.
• Contribute to a positive office culture by maintaining professional phone etiquette and delivering excellent customer support to clients and visitors.
• Support specialized roles such as medical or dental receptionist duties, including appointment scheduling and patient record management, if applicable.
• Assist with bookkeeping, invoicing, and financial data entry to support accurate and timely financial processes.

Skills

• Proven experience in office administration, clerical work, or related roles, with a strong foundation in office management.
• Excellent computer literacy, including proficiency with Microsoft Office Suite, Google Workspace, and data entry tools.
• Familiarity with QuickBooks and basic bookkeeping practices to support financial tasks.
• Strong organizational skills, with the ability to prioritize tasks effectively and manage time efficiently.
• Exceptional phone etiquette and customer service skills, capable of handling multi-line phone systems and providing support with professionalism.
• Bilingual abilities are a plus, enabling effective communication with diverse clients and team members.
• Attention to detail in proofreading, document formatting, and record-keeping to ensure accuracy.
• Ability to multitask and adapt quickly in a fast-paced environment while maintaining a positive attitude.
• Experience with calendar management, scheduling, and coordinating meetings or events.
• Knowledge of office equipment, filing systems, and office supply management.
• Personal assistant experience and familiarity with medical or dental receptionist duties are advantageous.
• Strong organizational and time management skills to handle multiple responsibilities efficiently. Join us and become a key contributor to our vibrant, energetic team! We value proactive, detail-oriented professionals who thrive in a collaborative environment and are eager to support our organization’s success. All positions are paid, and we are committed to fostering a positive, inclusive workplace where your skills and enthusiasm can truly shine!

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Paid time off

Work Location: In person

Salary : $20 - $23