Administrative Assistant jobs in United States

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. The successful candidate will provide essential administrative support, manage petty cash, handle receivables, and assist with purchasing activities. This role requires excellent multitasking abilities, strong communication skills, and a proactive approach to problem-solving.

Key Responsibilities:

1. Manage and organize daily office operations and procedures.
2. Handle incoming and outgoing communications, including emails, phone calls, and mail.
3. Schedule and coordinate meetings, appointments, and travel arrangements.
4. Prepare and distribute meeting agendas, minutes, and other relevant documentation.
5. Maintain and update filing systems, databases, and records.
6. Assist in the preparation and formatting of reports, presentations, and other documents.
7. Monitor and order office supplies, ensuring adequate inventory levels.
8. Support the HR team with administrative tasks such as onboarding, record-keeping, and employee communications.
9. Manage petty cash transactions, ensuring accurate recording and reconciliation.
10. Process receivables, including invoicing, payment collection, and record-keeping.
11. Assist with purchasing activities, including vendor communication, order placement, and inventory management.
12. Contribute to team efforts by accomplishing related tasks and projects as needed.

Qualifications:

High school diploma or equivalent (Associate's or Bachelor's degree in business administration or related field preferred).

Proven experience as an administrative assistant or in a related role.

Fluent in English language, spoken and written.

Experience in handling petty cash, receivables, and purchasing is highly desirable.

Skills and Abilities:

1. Ability to prioritize tasks and meet deadlines in a fast-paced environment.
2. Proficient in both written and verbal communication in English.
3. Meticulous in ensuring accuracy and quality in all tasks.
4. Skilled in using Word, Excel, PowerPoint, and Outlook.
5. Ability to manage petty cash and process receivables accurately.
6. Ability to address challenges and find efficient solutions.
7. Capable of working collaboratively with team members and stakeholders.
8. Ability to handle sensitive information with integrity.
9. Comfortable with evolving job responsibilities and new technologies.

Preferred Qualities:

1. Takes initiative to anticipate needs and improve processes.
2. Prioritizes providing a positive experience for all stakeholders.
3. Can effectively manage multiple tasks and priorities simultaneously.
4. Reliable and punctual with a strong work ethic.