What are the responsibilities and job description for the Administrative Assistant position at Position Summary The Administrative Assistant?
ADMINISTRATIVE ASSISTANT
Position Summary
The Administrative Assistant provides clerical and organizational support to help maintain efficient daily operations. This position supports managers and employees, coordinates office activities, maintains accurate records, and serves as a professional point of contact for visitors, customers, vendors, and other stakeholders.
Essential Duties and Responsibilities
- Answer, screen, and direct telephone calls, emails, and other correspondence.
- Greet visitors and provide courteous, professional assistance.
- Manage calendars, schedule appointments, and coordinate meetings.
- Prepare meeting agendas, materials, and minutes as needed.
- Draft, format, proofread, and distribute letters, reports, presentations, and other documents.
- Perform data entry and maintain accurate electronic and physical records.
- Organize and maintain filing systems, databases, contact lists, and shared documents.
- Receive, sort, and distribute mail, packages, and deliveries.
- Order office supplies and monitor inventory.
- Coordinate meeting rooms, equipment, refreshments, and other logistical needs.
- Assist with travel arrangements, expense reports, invoices, and routine financial documentation.
- Collect information and help prepare regularly scheduled reports.
- Communicate and coordinate with employees, customers, vendors, and outside organizations.
- Handle confidential or sensitive information with appropriate discretion.
- Assist with special projects and other administrative duties as assigned.
Required Qualifications
- High school diploma or equivalent.
- Previous administrative, clerical, customer-service, or office experience preferred.
- Proficiency with common office applications, including word processing, spreadsheets, email, calendars, and presentation software.
- Strong written and verbal communication skills.
- Excellent organizational and time-management abilities.
- Careful attention to detail and accuracy.
- Ability to prioritize assignments and manage multiple responsibilities.
- Professional, dependable, and courteous demeanor.
- Sound judgment and the ability to maintain confidentiality.
- Ability to work independently and collaboratively as part of a team.
Preferred Qualifications
- Associate degree, administrative certification, or related education.
- Experience with Microsoft 365, Google Workspace, or comparable business software.
- Experience maintaining databases, processing invoices, coordinating travel, or preparing reports.
- Previous experience supporting multiple managers, departments, or projects.
Work Environment
This position generally operates in both a professional office environment as well as an industrial construction environment and routinely uses computers, telephones, printers, scanners, and other standard office equipment. The employee may occasionally be required to lift or move office supplies and materials weighing up to 50 lbs.