Job Description

Overview

We are seeking a dynamic and highly organized Administrative Assistant to join our team and support our daily operations. This vital role offers an exciting opportunity to contribute to a professional environment where efficiency, customer service, and office management are at the forefront. As an energetic and proactive team member, you will be the backbone of our office, ensuring smooth communication, effective organization, and exceptional support for staff and clients alike. Your enthusiasm and attention to detail will help foster a positive workplace atmosphere and enhance overall productivity.

Responsibilities

Manage operations, assistant to the director of operations. Answer telephone systems efficiently, handling inquiries and routing calls accurately. Maintain organized filing systems, both physical and digital, including data entry, document proofreading, and record keeping. Use Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace tools to prepare reports, correspondence, and presentations. Support calendar management by scheduling appointments, meetings, and events with precision. Handle incoming correspondence, emails, and phone messages promptly while prioritizing urgent matters. Assist with bookkeeping tasks using QuickBooks or similar accounting software to support basic financial recordkeeping. Provide excellent customer service by addressing client inquiries via phone or email and supporting client needs efficiently. Perform clerical duties such as photocopying, scanning, faxing, and maintaining office supplies inventory. Support office management tasks including organizing files, managing office supplies procurement, and coordinating maintenance requests. Contribute to a welcoming environment by managing visitor sign-in procedures and ensuring safety protocols are followed. Proofread documents for accuracy and clarity before distribution to ensure professionalism in all communications. Assist with special projects or administrative tasks as needed to support team objectives. All other duties as required.

Qualifications

Proven experience in an administrative or clerical role within an office setting; previous experience as a receptionist or personal assistant is highly valued. Strong computer literacy with proficiency in Microsoft Office (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets), and familiarity with data entry processes. Experience working with QuickBooks or other bookkeeping software is preferred. Excellent organizational skills with the ability to multitask effectively in a fast-paced environment. Exceptional communication skills--both verbal and written--with a focus on professional phone etiquette. Demonstrated ability to manage calendars accurately and prioritize tasks efficiently using time management techniques. Attention to detail in proofreading documents and maintaining accurate records. Knowledge of office management practices including filing systems, supply management, and basic bookkeeping procedures. Efficient in typing skills.
Job Types: Full-time, Part-time

Pay: $15.00 - $18.00 per hour

Expected hours: No less than 30 per week

Work Location: In person