Administrative Assistant

Job Title: Administrative Assistant
Department: Administration / Operations
Reports To: Office Manager / Department Manager
Employment Type: Full-Time
 

Position Summary

The Administrative Assistant provides comprehensive administrative and clerical support to ensure the efficient operation of the office or department. This position is responsible for managing schedules, preparing documents, maintaining records, coordinating communications, assisting customers and staff, and supporting day-to-day business operations.

The ideal candidate is organized, dependable, detail-oriented, professional, and capable of managing multiple priorities while maintaining accuracy and confidentiality.

Key Responsibilities
Provide day-to-day administrative and clerical support to management and staff.
Answer, screen, and direct telephone calls and respond to emails and other correspondence.
Schedule and coordinate meetings, appointments, and events.
Maintain calendars and coordinate schedules for managers and team members.
Prepare, format, proofread, and distribute reports, letters, presentations, spreadsheets, and other documents.
Enter, update, and maintain information in databases, spreadsheets, and company systems.
Organize and maintain electronic and physical files and records.
Receive, sort, distribute, and prepare incoming and outgoing mail and packages.
Assist with preparing meeting agendas, taking notes, and distributing meeting materials.
Coordinate office supplies, equipment, and general office needs.
Place orders for office supplies and maintain inventory.
Assist with invoices, purchase orders, expense reports, and other administrative records.
Maintain accurate and confidential employee, customer, vendor, and company information.
Assist with onboarding paperwork and administrative processes when required.
Communicate with customers, vendors, employees, and other business contacts professionally.
Coordinate with internal departments to obtain information and complete administrative tasks.
Make travel arrangements, including transportation, accommodations, and itineraries, when required.
Assist with filing, scanning, copying, printing, and document management.
Support special projects and administrative initiatives as assigned.
Identify administrative issues and help develop efficient solutions.
Follow company policies and procedures regarding confidentiality, records management, and data security.
Perform other administrative duties as assigned by management.
Required Qualifications
High school diploma or equivalent.
Previous administrative, clerical, office, or customer service experience preferred.
Strong organizational and time-management skills.
Excellent verbal and written communication skills.
Strong attention to detail and accuracy.
Ability to prioritize multiple tasks and meet deadlines.
Professional and courteous communication style.
Ability to work independently and as part of a team.
Proficiency with computers, email, and standard office software.
Ability to handle confidential information appropriately.
Reliable attendance and strong work ethic.
Preferred Qualifications
1–3 years of administrative or office experience.
Experience supporting managers or executives.
Proficiency with Microsoft Office, particularly Word, Excel, Outlook, and PowerPoint.
Experience with Google Workspace.
Familiarity with CRM, ERP, scheduling, or document-management systems.
Experience preparing reports, spreadsheets, presentations, and business correspondence.
Experience coordinating meetings, travel, or office operations.
Key Skills
Administrative support
Organization
Calendar management
Scheduling
Data entry
Document preparation
Microsoft Office
Google Workspace
Written and verbal communication
Customer service
Time management
Multitasking
Problem-solving
Attention to detail
Confidentiality
Professionalism
Teamwork
Performance Expectations / KPIs

Performance may be evaluated based on:

Accuracy and quality of administrative work
Timeliness of completed assignments
Organization and recordkeeping
Responsiveness to internal and external requests
Calendar and scheduling accuracy
Data-entry accuracy
Document quality
Customer and employee service
Ability to meet deadlines
Attendance and reliability
Working Conditions
Work may be performed in an office, remote, or hybrid environment.
Regular use of computers, telephones, printers, scanners, and other office equipment.
May require extended periods of sitting and computer use.
May occasionally require schedule flexibility to support meetings, events, or business needs.
May involve access to confidential business, employee, customer, or financial information.
Compensation & Benefits

Salary: $[XX.XX] per hour / $[XX,XXX–XX,XXX] annually

Benefits may include:

Medical, dental, and vision insurance
Paid time off
Paid holidays
401(k) or retirement plan
Life and disability insurance
Employee discounts
Performance bonuses
Professional development and training
Remote or hybrid work options, where applicable