About the Role:

The Administrative Assistant plays a crucial role in ensuring the smooth and efficient operation of the office by providing comprehensive administrative support to management and staff. This position is responsible for managing calendars, coordinating meetings, handling travel arrangements, and assisting with payroll processes to optimize time and resources. The role requires maintaining accurate records, supporting payroll-related documentation, and managing multi-line phone systems to facilitate effective communication within and outside the organization.

The Administrative Assistant acts as a key point of contact, supporting various departments by performing general clerical duties, managing office supplies, and maintaining organized documentation. This role also assists with timesheet tracking and payroll coordination to ensure timely and accurate processing. Ultimately, this position contributes to the overall productivity and organization of the workplace by anticipating needs and proactively addressing administrative challenges.

Minimum Qualifications:

High school diploma or equivalent required; Associate’s degree or higher preferred.
Proven experience as an administrative assistant or in a similar administrative role.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Strong organizational and time management skills with the ability to multitask effectively.
Excellent verbal and written communication skills.

Preferred Qualifications:

Experience with calendar management software such as Google Calendar or Microsoft Outlook.
Familiarity with travel booking platforms and expense reporting tools.
Experience assisting with payroll processes, timesheet tracking, or payroll systems.
Knowledge of records management best practices and confidentiality protocols.
Ability to work independently and as part of a team in a fast-paced environment.
Prior experience supporting senior executives or multiple departments.

Responsibilities:

Manage and maintain executive and team calendars, scheduling appointments and coordinating meetings to ensure optimal time management.
Arrange domestic and international travel plans, including booking flights, accommodations, and transportation, while preparing detailed itineraries.
Operate multi-line phone systems to direct calls, take messages, and provide information to internal and external stakeholders.
Perform general clerical duties such as filing, photocopying, scanning, data entry, and managing correspondence to maintain organized records.
Assist with payroll processes, including collecting and reviewing timesheets, entering payroll data, and coordinating with payroll or HR departments to ensure accuracy and timeliness.
Coordinate and prepare materials for meetings, including agendas, presentations, and minutes, ensuring all participants are well-informed.
Maintain accurate records management systems, ensuring confidentiality and easy retrieval of documents, including payroll-related records.
Support office operations by ordering supplies, managing inventory, and liaising with vendors and service providers.

Skills:

The required skills are utilized daily to ensure seamless office operations and effective communication. General administrative and clerical skills enable the assistant to handle diverse tasks such as filing, document preparation, payroll support, and correspondence management efficiently. Calendar management and arranging meetings require attention to detail and proactive scheduling to avoid conflicts and maximize productivity.

Managing multi-line phone systems, payroll assistance, and travel arrangements demands strong interpersonal skills, accuracy, and the ability to coordinate with various stakeholders. Preferred skills, such as familiarity with payroll systems, administrative software, and independent problem-solving, enhance the assistant’s ability to anticipate needs and provide high-level support, contributing to a well-organized and responsive office environment.

Learn more about this Employer on their Career Site