Busy business owner is looking for a skilled and highly organized Administrative Assistant to join our team and support the smooth functioning of our operations. The Administrative Assistant will be responsible for providing comprehensive administrative support to ensure the effective and efficient functioning of our company. This role requires exceptional organizational abilities, communication skills, and a keen eye for detail. The successful candidate will manage administrative tasks with precision, multitask effectively, and display a proactive attitude to handle challenges and adapt to changing priorities.
You will be replacing our current Admin, and she will be fully available to provide guidance and support during the onboarding process. The existing admin will gladly share insights on best practices, offer tips for managing tasks efficiently, and be open to answering any questions that arise.
Responsibilities include:
Office Management: Maintain a well-organized and tidy office environment, including managing office supplies, equipment, and coordinating repairs when needed. Coordinate office cleaners. Run errands as needed, and manage office closing/opening procedures.
Calendar Management: Handle scheduling and appointment coordination, ensuring meetings are well-planned and conflicts are minimized. Manage employee calendars and coordinate calendar reminders.
Communication: Manage incoming calls and correspondence, responding promptly and professionally when necessary. Relay messages and direct inquiries to the appropriate parties.
Recruiting and onboarding: Post recruiting ads for open positions and screen applicants. Manage employee onboarding administrative processes.
Data Entry: Accurately input data into company systems, databases, and spreadsheets. Maintain and update records as required.
Meeting Support: Coordinate and schedule conference calls and video meetings. Prepare meeting materials, agendas, and minutes. Write meeting outlines based on Zoom recordings.
Document Handling: Assist in creating, editing, and formatting various documents, reports, invoices, and presentations.
File Management: Maintain organized and secure filing systems, both electronic and physical, to ensure easy retrieval of documents.
Correspondence: Draft, proofread, and edit correspondence, reports, and other written materials for grammar, spelling, and punctuation accuracy.
Expense Management: Assist in tracking and reconciling expense reports. Manage pricing and payments for supplies/vendors
Requirements:
High school diploma or equivalent qualification. Additional certifications in office administration or related fields are a plus.
Proven experience as an Administrative Assistant or in a similar role, showcasing excellent administrative and organizational skills.
Proficiency in software such as quickbooks. MS Office Suite and familiarity with office equipment (printers, copiers, etc.)
Exceptional verbal and written communication skills, with a keen eye for detail and accuracy.
Strong time management abilities and the capacity to prioritize tasks effectively.
A proactive and adaptable approach to handling various responsibilities.
Ability to work both independently and collaboratively within a team-oriented environment.
Discretion and professionalism in dealing with sensitive information.
Positive attitude and strong interpersonal skills, creating a welcoming and approachable atmosphere.
This is a part-time, hybrid (remote and in-office) salaried position with health insurance benefits, and a flexible schedule. Being bilingual in Spanish is a plus.
To be considered, please submit your resume.