Administrative Assistant

Admin Assistant

The Admin Assistant helps team members, large teams, or department directors. Collects, reviews, and examines data. Prepares reports, charts, budgets, and other presentation materials. Responds to or routes routine inquiries from external or internal sources. Uses own correspondence or other messaging. Schedules and coordinates meetings, travel, and other group activities. May create and distribute reports on a regular schedule.

Essential Functions of the Role :

• Accurately and quickly prepares routine communications, reports, forms, and correspondence. Coordinates production and distribution of materials like presentations, handouts, proposals, reports, brochures, and displays.
• Manages vendor invoices to ensure that the client and vendor billing is accurate and handled in a timely manner.
• Schedules, organizes, and operates conferences, seminars, and events. Recommends vendors for services and oversees material production and distribution. Coordinates logistics and serves as a liaison with vendors. Takes meeting minutes and disseminates them to appropriate parties.
• Answers and screens phone calls for the office or department. Routes calls as appropriate within customer service guidelines. Accurately records messages and delivers them to the appropriate party promptly. Establishes and takes appropriate action as required.
• Greets visitors, guests, and employees promptly and courteously. Determines their needs and provides help according to policies and procedures. If unable to assist, refers them to the appropriate party or department.
• Plans and schedules calendar(s) based on consultation, resolve calendaring conflicts, and arranges travel in compliance with Organization policies.
• Monitors supply levels and orders accordingly. Receives, stores, and distributes supplies. Performs service and maintenance on minor equipment, like changing ribbons and toners or calling repairmen.
• Creates and diligently maintains a variety of confidential files in accordance with established policies and procedures.

Key Success Factors :

Qualifications :