Administrative Assistant - Full-time / Part-time

Administrative Assistant Administrative Assistant Job Purpose: Enhances executive's effectiveness by providing information management support; representing the executive to others.



Administrative Assistant Job Duties:

Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.

Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.

Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

Represents the executive by attending meetings in the executive's absence; speaking for the executive.

Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.

Maintains customer confidence and protects operations by keeping information confidential.

Completes projects by assigning work to clerical staff; following up on results.

Prepares reports by collecting and analyzing information.

Secures information by completing data base backups.

Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.

Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Contributes to team effort by accomplishing related results as needed.

Requirements:

Additional requirements for the Assistant will include:

• Bilingual (English & Spanish)
• Excellent communication skills both written and verbal
• High School Degree
• Skills on MS office suite (Excel, Power Point, and Word)
• Must type at least 60 WPM
• Professional personal presentation

Customer service orientation

Information management

Organizing, planning & scheduling

Attention to detail

Initiative, reliability & stress tolerance

Skills/Qualifications: Administrative Writing Skills, Reporting Skills, Supply Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication