Administration Assistant

Responsibilities:

• Organize and schedule appointments and meetings
• Maintain contact lists
• Produce and distribute correspondence memos, letters, faxes, and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Order office supplies
• Submit and reconcile expense reports
• Provide general support to visitors
• Provide information by answering questions and requests
• Take dictation
• Research and create presentations
• Generate reports
• Prepare and monitor invoices
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Organize travel arrangements for senior managers
• Write letters and emails on behalf of other office staff
• Cover the reception desk when required
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Take accurate minutes of meetings
• Coordinate office procedures
• Reply to email, telephone, or face-to-face inquiries
• Develop and update administrative systems to make them more efficient
• Receive, sort, and distribute the mail
• Answer telephone calls and pass them on
• Manage staff appointments
• Oversee and supervise the work of junior staff
• Coordinate repairs to office equipment
• Greet and assist visitors to the office
• Photocopy and print out documents on behalf of other colleagues
• Provide polite and professional communication
• Implement clerical duties and administrative processes
• Confirm restaurant reservations for senior staff

Desired Candidate Profile:

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

Ability to effectively communicate via phone and email, ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals, and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.

Employment Type: Full Time

Company Industry:

• Construction
• Civil Engineering

Department / Functional Area:

• Administration

Keywords:

• Result Oriented
• Time Management
• Dedicated
• Computer Operations