Administrative Assistant

Job Summary

We are seeking a dynamic and highly organized Administrative Assistant to join our team! This energetic role is vital in ensuring smooth office operations, providing exceptional customer service, and supporting various administrative functions. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills. You will serve as the first point of contact for visitors and clients, manage schedules, handle data entry, and assist with office management tasks to foster a productive and welcoming environment.

Duties

• Greet visitors and clients at the front desk with professionalism and courtesy, ensuring positive first impressions.
• Manage multi-line phone systems, directing calls efficiently and providing outstanding customer support.
• Maintain organized filing systems, both physical and digital, including document management and record keeping.
• Perform data entry tasks accurately using spreadsheets, Microsoft Office applications, and Google Workspace tools.
• Schedule appointments, coordinate calendars, and manage meeting logistics to optimize team productivity.
• Handle office supplies inventory, place orders as needed, and oversee general office maintenance.
• Assist with bookkeeping activities using QuickBooks or similar accounting software to support financial record accuracy.
• Support office management duties such as organizing files, proofreading documents, and maintaining office policies.
• Provide bilingual support to facilitate communication with diverse clients or team members when necessary.
• Contribute to a positive work environment through excellent phone etiquette, organizational skills, and proactive problem-solving.

Qualifications

• Proven clerical experience or office experience demonstrating strong organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications.
• Familiarity with QuickBooks or other bookkeeping software is preferred.
• Excellent computer literacy including data entry, typing speed, proofreading, and technical proficiency with productivity software.
• Strong organizational skills with the ability to manage multiple tasks efficiently in a fast-paced environment.
• Exceptional customer service skills combined with professional phone communication and phone etiquette.
• Bilingual abilities are a plus for supporting diverse client interactions.
• Experience working as a front desk receptionist or medical/dental receptionist is advantageous.
• Knowledge of office management practices including filing systems, calendar management, and office supplies coordination.
• Personal assistant experience or experience supporting executive teams is beneficial.

Join us in creating an efficient, friendly workplace where your organizational talents shine! This paid position offers an opportunity to develop your administrative skills while contributing to a vibrant team dedicated to excellence in service delivery.

Work Location: In person