Job Description

Duties and responsibilities include providing administrative support to ensure efficient operation of the Business office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.

Responsibilities:

• Answer and direct phone calls
• Organize and schedule meetings and appointments
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Submit and reconcile expense reports
• Provide general support to visitors
• Provide information by answering questions and requests
• Research and creates presentations
• Generate reports
• Handle multiple projects
• Prepare and monitor invoices
• Help with Nursing Schedule, when needed
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Organize travel arrangements for senior managers
• Write letters and emails on behalf of other office staff
• Book conference calls, rooms, taxis, couriers, hotels etc.
• Cover the reception desk when required
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Coordinate office procedures
• Reply to email, telephone, or face to face enquiries
• Develop and update administrative systems to make them more efficient
• Resolve administrative problems
• Receive, sort, and distribute the mail
• Answer telephone calls and pass them on
• Manage staff appointments
• Oversee and supervise the work of junior staff
• Coordinate repairs to office equipment
• Greet and assist visitors to the office
• Photocopy and print out documents on behalf of other colleagues
• Other duties as assigned

Requirements:

• Proven admin or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• High school diploma or equivalent; college degree preferred

Administrative Assistant top skills & proficiencies:

• Reporting Skills
• Administrative Writing Skills
• Microsoft Office Skills
• Analysis
• Professionalism
• Problem Solving
• Supply Management
• Inventory Control
• Verbal Communication
• Office Administration Procedures
• Typing Skills
• Attention to Detail
• Accuracy
• Multitask
• Telephone Skills
• Teamwork
• Discretion and Judgment

PHYSICAL REQUIREMENTS OF ESSENTIAL JOB FUNCTIONS:

1. Occasionally reaches above shoulder level.
2. Occasionally works with body bent at waist.
3. Occasionally works in kneeling position.
4. Occasionally crawls.
5. Frequently climbs stairs.
6. Occasionally climbs ladders.
7. Occasionally works with arms above waist.
8. Occasionally works with arm above shoulder height.
9. Frequently stands.
10. Occasionally sits.
11. Frequently pushes.
12. Frequently pulls.
13. Occasionally stoops.
14. Occasionally lifts 20 pounds.
15. Occasionally balances.
16. Frequently manipulates with fingers.
17. Frequently grasps.
18. Frequently distinguishes colors.

COMMUNICATION REQUIREMENTS OF ESSENTIAL JOB FUNCTIONS:

1. Continuously speaks to individuals.
2. Continuously addresses small groups.
3. Continuously addresses large groups.
4. Continuously reads printed materials.
5. Frequently reads handwritten materials.
6. Occasionally creates short memos and documents.
7. Occasionally creates long documents.

CHARACTERISTICS OF TYPICAL WORKDAY:

90% Inside work time. 10% Outside work time.

15 Minutes p.m. break 30 Minutes lunch

8 Work hours/day 40 Total work hours/week

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