Administrative Assistant Job Description

DUTIES AND RESPONSIBILITIES:

  • Serve as administrative assistant to the CEO and the COO
  • Responsible for performing advanced, diversified and confidential administrative duties requiring broad and comprehensive experience
  • Heavy calendar management
  • Provide phone coverage, answer and take messages, manage voicemails
  • Compose and submit expense reports
  • Process outgoing US Mail, FedEx
  • Scheduling of both internal and external meetings, trainings & travel
  • Skillfully make domestic and international travel arrangements and track specific traveler requirements and likes, track reward program points
  • Print, collate, assemble & bind materials ahead of time for trainings, client presentations, etc.
  • Communicate via phone and email both incoming and outgoing electronic communications with vendors, clients and prospects
  • Create and process invoices, accept payments, deposit checks
  • Enter Accounts payable, pay approved bills, track expenses
  • Other accounting tasks, as needed
  • Order and maintain office supply inventory
  • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
  • Process new personnel (inclusive of interns) including computer set-up, phone set-up, security ID, paperwork, etc.
  • Responsible for keeping offices tidy
  • Other administrative duties as assigned by supervisor

SKILLS AND EXPERIENCE:

  • At least five (5) years of experience as administrative assistant/office assistant, and training that provides the required knowledge, skills, and abilities
  • Strong working knowledge of Quickbooks, Microsoft Applications: Word, Excel, and PowerPoint (MAC pages, numbers & keynote a plus)
  • Exceptional written and verbal communication skills are necessary
  • Excellent editing and proofreading skills
  • Impeccable organizational, time management and multi-tasking skills, as well as attention to detail
  • Self-starter, ability to independently resolve inquires and issues with skill and sound judgment
  • Ability to maintain poise in a fast-paced environment and ability to work well under stressful situations
  • You will use a MAC, training provided, but existing experience a plus
  • This description outlines the basic tasks and requirements for the position noted. It is not a comprehensive listing of all job duties of the Associate.