SUMMARY:

The Administrative Assistant will provide comprehensive support to ensure the smooth and efficient operation of the department, handling a wide range of tasks including typing, filing, scheduling, recordkeeping, and coordinating meetings, conferences, and special projects. This role manages office functions such as supply ordering, direct mailings, and the preparation of highly confidential and sensitive documents, while also serving as a professional point of contact for internal staff at all levels and a diverse group of external callers and visitors. The ideal candidate is detail‑oriented, highly organized, and able to thrive in a dynamic, fast‑paced environment while maintaining exceptional communication skills and the highest level of discretion.

Qualifications

ESSENTIAL DUTIES AND RESPONSIBILITIES

Schedules and organizes complex activities such as meetings, travel, and conferences.
Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
Organizes and prioritizes large volumes of information and calls.
Opens, sorts and distributes mail. Drafts written responses or replies by phone when necessary.
Responds regularly to ongoing requests for information.
Answers phones, takes messages and answers all routine inquiries.
Acts as a liaison with other departments and outside agencies. Handles confidential information and explains policies when necessary.
Types and designs general correspondence, memos, etc.
Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final communication or document.
Records meeting minutes.
Maintains open channels of communications with other company departments. Answers all inquiries in a professional and courteous manner.

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