Job Description

Overview

We are seeking a dynamic and highly organized Administrative Assistant to join our team! This energetic role is vital in ensuring the smooth operation of our office environment, providing exceptional support to staff and visitors alike. As an Administrative Assistant, you will be the backbone of daily administrative functions, managing communications, coordinating schedules, and maintaining efficient office workflows. Your proactive attitude and excellent organizational skills will help foster a productive and welcoming workplace. This paid position offers an exciting opportunity for someone eager to develop their administrative expertise in a fast-paced setting.

Responsibilities

Handle incoming calls with proper phone etiquette, directing inquiries to appropriate departments or personnel. Manage calendar appointments, schedule meetings, and coordinate events to ensure optimal time management for staff. Perform data entry tasks accurately using Microsoft Office applications, Google Workspace tools, and QuickBooks for bookkeeping and financial record keeping. Maintain organized filing systems--both physical and digital--ensuring easy retrieval of documents and records. Assist with clerical duties such as proofreading correspondence, preparing reports, and managing mail distribution. Support office management activities including supply inventory, equipment maintenance, and general administrative tasks. Provide exceptional customer service by supporting clients, vendors, and internal teams with professionalism and efficiency. Manage office communications through email correspondence, ensuring timely responses and follow-up on pending matters. Support personal assistant tasks such as calendar management, travel arrangements, and appointment scheduling when needed. Assist with specialized roles such as assisting with Direct Care duties if applicable, including client intake. Perform bookkeeping duties using QuickBooks or similar software to track expenses, invoices, and payments. Contribute to a positive office environment by demonstrating excellent organizational skills, time management, and attention to detail.

Qualifications

Proven experience in an office environment with strong clerical skills; previous administrative or receptionist experience is highly valued. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Docs, Sheets, Calendar), and basic computer literacy skills. Experience with QuickBooks or similar bookkeeping software is a plus. Excellent organizational skills with the ability to multitask effectively in a fast-paced setting. Strong communication skills with professional phone etiquette; bilingual abilities are advantageous. Demonstrated ability to handle sensitive information discreetly while maintaining confidentiality. Ability to perform data entry accurately with high attention to detail; typing speed is beneficial. Experience managing multi-line phone systems and front desk operations preferred. Knowledge of office management practices including filing systems, inventory control, and supply ordering. Personal assistant experience or medical/dental receptionist background is desirable but not mandatory. Exceptional customer service skills with a friendly demeanor that fosters positive interactions. Join us in creating an efficient and welcoming office environment where your organizational talents can shine! This paid role offers valuable experience in office administration while supporting a collaborative team dedicated to excellence in service delivery.
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