As an administrative assistant, your job will be to perform a wide variety of office support tasks within the organization while supporting the employees and supervisors of the department to which you are assigned.
Your main duties will involve answering, screening and directing phone calls from clients and customers, while greeting our walk-in guests. You will also be assigned various clerical duties such as sorting and sending mail, maintaining the filing system, preparing documents (such as reports and office memos), and making photocopies.
You will also be in charge of coordinating the conference room schedules to ensure that there are no duplicate bookings for meetings, and maintain, inventory and order office supplies and equipment. Lastly, you will be required to maintain records for maintenance, parking, keys, and any petty cash distributed.
Your experience or education will include intermediate knowledge of Microsoft Word, Microsoft Powerpoint, and Microsoft Excel, as you will be using these programs daily. Any other software knowledge is also helpful, especially record keeping software, calendar organizational software, or data entry experience.
You should also be somewhat experienced in the use of standard office equipment such as scanners, fax machines and photocopiers, as well as proper filing techniques, and basic office management experience.
You should be competent in each of the following categories: written and verbal communications, task prioritization, issue assessment and problem solving. Able to change focus from one task to another when necessary, Customer service and teamwork should be your main priorities, along with attention to detail.
Administrative Assistant Tasks
- Greet visitors and callers, route and resolve information requests.
- Type correspondence, compile data for expense and statistical reports.
- Schedule travel, appointments and meetings.
- Coordinate space and office organization; maintaining paper and electronic files.