Administrative Assistant
Job Description
Job Description
GENERAL JOB DESCRIPTION
We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.
This role ensures all incoming data is processed in an efficient, accurate and expedient manner. The individual in this role must be sensitive to our client needs, our departmental needs and have a good working relationship when interacting with the needs of other department personnel.
MAI strives to operate in as an efficient and organized manner as possible while also reducing our footprint; this involves daily scanning of documents, Internet downloads, electronic filing, and computer file maintenance.
DUTIES AND RESPONSIBILITIES
- Prepare and distribute communications, such as memos, emails, invoices, reports and other correspondence.
- Assist in the preparation of regularly scheduled reports.
- Filing, scanning and processing all incoming documents in an electronic filing system.
- Write and edit documents from letters to reports and instructional documents.
- Processing mail and courier service
- Maintaining calendar appointments, meetings, and events
- Being a point of contact for a range of staff and external stakeholders
- Finding ways to improve administrative processes.
EXPERIENCE / CREDENTIALS
- High school diploma or general education degree (GED) required; Associate's degree in Business Administration preferred.
- 1-3 years of clerical, secretarial, or office experience
- Knowledge of office management systems and procedures
- Proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook)
COMPETENCIES
- Highly organized, ability to prioritize with good time management skills.
- Detail oriented
- Strong follow-up skills
- Meet deadlines or exceed expectations.
- Sensitivity to client needs
- Process confidential information with discretion
- Excellent communication skills
- Working knowledge of spelling and grammar in a professional environment
- Flexible attitude toward overtime, last minute workload changes, or unexpected events
- Desire to pitch in and help others when needed.
- Willingness to learn new procedures or skills.
- Readiness to accept new projects and challenges as needed.
FEATURED BENEFITS :
- Medical Insurance
- Dental Insurance
- Vision Insurance
- 401(k)
- Health Savings Account
- Paid Maternity Leave
- Paid Parental Leave
- Tuition Reimbursement
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