Administrative Assistant

We are looking for a professional and reliable Administrative Assistant to provide high-level administrative support to our team. The ideal candidate will be proactive, highly organized, and capable of managing multiple tasks simultaneously. This role involves performing administrative duties, coordinating office activities, managing schedules, handling communications, and supporting various departments to ensure smooth day-to-day operations.

Key Responsibilities:

Manage and maintain office systems, including filing, organization, and document control.

Order office supplies and equipment, ensuring stock levels are maintained.

Handle incoming and outgoing correspondence, including emails, phone calls, and physical mail.

Ensure the office environment is clean, organized, and functioning efficiently.

Scheduling and Calendar Management:

Coordinate and schedule appointments, meetings, and travel arrangements for executives and team members.

Prepare and manage meeting agendas, take minutes, and distribute meeting notes to relevant parties.

Monitor and adjust schedules to accommodate shifting priorities and urgent tasks.

Communication and Liaison:

Serve as the main point of contact for internal and external communications, representing the company in a professional manner.

Answer phone calls, respond to inquiries, and direct requests to the appropriate individuals or departments.

Prepare and send communications (e.g., emails, letters, and memos) on behalf of team members and leadership.

Document Preparation and Data Entry:

Prepare, proofread, and format reports, presentations, and other documents as required.

Maintain and update databases, spreadsheets, and records in a timely manner.

Assist with document filing, scanning, and archiving to maintain an organized system.

Event Coordination and Support:

Plan and coordinate logistics for company events, meetings, conferences, and team-building activities.

Support the organization of company-wide activities, including travel, hotel arrangements, and catering.

Assist in preparing materials for events and meetings, ensuring all necessary items are available and on hand.

Administrative Support:

Provide general administrative support to team members and leadership.

Handle various administrative tasks such as preparing invoices, processing purchase orders, and managing expense reports.

Assist in special projects and initiatives as needed.

Required Skills and Qualifications:

Proven experience as an Administrative Assistant or in other administrative roles.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.

Strong organizational and time management skills with the ability to manage competing priorities.

Exceptional written and verbal communication skills.

Professional demeanor with a high level of discretion and the ability to handle sensitive information.

Ability to work independently, take initiative, and maintain a positive attitude.

Attention to detail with a focus on accuracy.

Strong problem-solving skills and the ability to handle unexpected challenges.

Preferred Qualifications:

Experience with office management software or systems.

Familiarity with project management tools.

Basic understanding of accounting or finance-related tasks, such as invoicing or expense reporting.

Bachelor’s degree or equivalent experience in administration or related fields.

Working Conditions:

Full-time/Per-time position, typically 40 hours per week.

Office-based with potential for hybrid or remote work depending on company policy.

Occasional overtime may be required to meet project deadlines or business needs

If Interested Apply by the Recruiting Email: Catherine.hr@usa.com...