Administrative Assistant Associate

Administrative Assistant Associate

Job Title: Administrative Assistant Associate
Department: Operations / Administration
Reports To: Manager, Department Lead, or Director

Position Summary

The Administrative Assistant Associate provides administrative and operational support to ensure the efficient functioning of daily business activities. This role serves as a key point of coordination for scheduling, communication, documentation, and office administration while maintaining a high level of professionalism, accuracy, and customer service.

Key Responsibilities
Provide administrative support to management and team members.
Coordinate meetings, appointments, and calendars, including scheduling and conference room arrangements.
Prepare, format, and distribute correspondence, reports, presentations, and other business documents.
Manage incoming calls, emails, and inquiries, routing requests appropriately and responding when necessary.
Maintain organized filing systems, both electronic and physical.
Assist with data entry, record management, and report generation.
Coordinate travel arrangements, expense reports, and reimbursement requests as needed.
Support onboarding activities, including preparing documentation and assisting with new hire logistics.
Order and maintain office supplies and equipment inventories.
Assist with special projects and departmental initiatives.
Ensure confidential information is handled securely and professionally.
Collaborate with internal teams and external stakeholders to support business objectives.
Qualifications

Required:

High school diploma or GED required; Associates degree preferred.
13 years of administrative, office support, or customer service experience.
Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Teams).
Strong organizational and time-management skills.
Excellent verbal and written communication skills.
Ability to manage multiple priorities in a fast-paced environment.
Strong attention to detail and accuracy.

Preferred:

Experience supporting multiple team members or departments.
Experience with document management, scheduling systems, or enterprise business applications.
Knowledge of office procedures and administrative best practices.
Key Competencies
Organization and Planning
Communication Skills
Customer Service Orientation
Problem Solving
Attention to Detail
Confidentiality and Professionalism
Collaboration and Teamwork
Adaptability and Flexibility
Working Conditions
Hybrid, remote, or onsite work environment depending on business needs.
May occasionally lift office materials up to 20 pounds.
Standard business hours with flexibility to support operational requirements.
Success Measures
Timely and accurate completion of administrative tasks.
Effective calendar and meeting coordination.
High-quality document preparation and record maintenance.
Positive feedback from internal and external stakeholders.
Consistent adherence to company policies and procedures.