What are the responsibilities and job description for the Admin Assistant position at Career Match Solutions?
Hello we are seeking an organized, proactive Administrative Assistant to join us and support our operations.
Job Summary
As an Administrative Assistant, you will play a key role in ensuring the smooth day-to-day operations of our office. You’ll support team members, manage administrative tasks, handle communications, and help maintain an efficient, professional workplace. Your work helps the company run seamlessly so others can focus on strategic priorities.
Key Responsibilities
Answer and direct incoming phone calls, greet visitors, and maintain a professional front-office presence.
Manage calendars, schedule appointments and meetings, including coordinating conference rooms and any needed logistics.
Prepare, edit and distribute correspondence, memos, emails, reports, presentations and other documents.
Maintain both electronic and physical filing systems, ensuring documents are stored and retrieved efficiently.
Order and manage office supplies, maintain inventory and liaise with vendors as needed.
Process incoming/outgoing mail and shipments.
Coordinate travel arrangements (flights, accommodations, car rentals) and expense reports (if applicable).
Support team members with ad-hoc administrative tasks, such as data entry, research for projects, meeting minutes, and follow-up items.
Help maintain office policies and procedures and suggest improvements to workflows.
Perform other duties as assigned to support the office and ensure efficient operations.
Qualifications & Skills
Required:
High school diploma or equivalent (Associate’s or Bachelor’s preferred).
Proven experience as an administrative assistant, office assistant or similar role.
Strong proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with general office equipment.
Excellent written and verbal communication skills.
Excellent organizational skills with an ability to prioritize tasks and manage competing deadlines.
Professional demeanor, strong customer service orientation and ability to interact with staff, vendors and clients.
Ability to work both independently and as part of a team.
Preferred:
Prior experience in a fast-paced office environment.
Experience with travel coordination, expense reporting and/or event/meeting planning.
Familiarity with database systems or CRM tools.
Ability to handle confidential information with discretion.