POSITION SUMMARY The General Administrative Assistant will perform various administrative and clerical tasks to support the efficient operation of the office. This role requires excellent organizational skills, attention to detail, and the ability to multitask effectively.
ESSENTIAL FUNCTIONS
Front Desk Management:
- Greet and welcome guests as soon as they arrive at the office.
- Direct visitors to the appropriate person and office.
- Answer, screen, and forward incoming phone calls.
- Ensure the reception area is tidy and presentable, with all necessary stationery and materials (e.g., pens, forms, and brochures).
Administrative Support:
- Responsible for professionally answering incoming calls and routing them to appropriate personnel.
- Receive, sort, and distribute daily mail and deliveries.
- Maintain office security by following safety procedures and controlling access via the reception desk.
- Order front office supplies and keep an inventory of stock.
- Update calendars and schedule meetings.
- Perform other clerical receptionist duties such as filing, photocopying, transcribing, and faxing.
Documentation and Data Management:
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Order office supplies and research new deals and suppliers as needed.
- Maintain contact lists for vendors, as necessary.
Communication:
- Handle and redirect queries from internal and external clients.
- Take and relay messages accurately.
Coordination:
- Coordinate and assist with various office events and activities.
- Support other administrative staff with overflow work, including word processing, data entry, and internet research tasks.
- Coordinate with colleagues or departments regarding data requirements or filing procedures as necessary.
- May perform light office duties including but not limited to filing, making copies, and scanning.
- May carry out other duties as assigned by management.
EDUCATION / EXPERIENCE
- High School Diploma, GED, or High School Equivalence Certificate.
- An associate degree is preferred, as well as two to three years of administration experience or training or an equivalent combination of education and experience.
- Eligibility to become a Notary Public desired
General Administrative Assistant
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SKILLS & ATTRIBUTES
- Proficiency in Microsoft Office Suite.
- Hands-on experience with office equipment (e.g., phones, scanners, and printers).
- Professional attitude and appearance.
- Solid written and verbal communication skills.
- Ability to be resourceful and proactive when issues arise.
- Excellent organizational skills.
- Multitasking and time-management skills, with the ability to prioritize tasks.
- Customer service attitude.
- Able to deal with frequent changes, delays, or unexpected events.
- Works with the team; contributes to a positive team environment; welcomes feedback.
- Tactfully approaches others; Reacts well under pressure; Accepts and adapts to frequent change.
- Works with integrity and acts ethically; supports the organization’s culture, goals, and values.
- Upholds the confidentiality of sensitive information and proprietary materials in accordance with company policies and legal requirements.
PHYSICAL REQUIREMENTS
- Must occasionally lift and/or move up to 20 pounds.
- Regularly required to sit, talk, or listen.
- Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
WORK ENVIRONMENT
The noise level in the work environment is usually moderate. Regular, consistent, and predictable attendance is essential to this job. Responsibilities occasionally may require an adjusted work schedule, overtime, and evening/weekend hours to meet business deadlines.
NOTE: This job description is not intended to be all-inclusive.
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