PA and Receptionist

The position of administrative assistant consists of being responsible for providing administrative and clerical services in order to ensure effective and efficient operations.

Tasks

• Answer phone calls and direct calls to appropriate parties or take messages;
• Personal Assistant to Directors for work and personal matters
• Buying office things / Run arounds for office and directors
• Set up meetings
• Monitor and manage diaries and deadlines for Directors
• Attend meetings to record minutes;
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors;
• File and retrieve corporate documents, records, and reports;
• Greet visitors and determine whether they should be given access to specific individuals;

• Make travel arrangements for executives;

• Open, sort, and distribute incoming correspondence, including mail and email;
• Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work;
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software;
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Qualifications and requirements

• High school diploma or equivalent;
• Ability to give full attention to what other people are saying, and to actively look for ways to help people;
• Ability to adjust actions in relation to others' actions, and to manage one's own time and the time of others.

Competencies (in order of importance)

• Integrity — Job requires being honest and ethical.
• Attention to Detail — Job requires being careful about detail and thorough in completing work tasks.
• Dependability — Job requires being reliable, responsible, and dependable, and fulfilling obligations.
• Cooperation — Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.
• Concern for Others — Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

Basic Computer Skills

• Microsoft

• Excel
• PowerPoint
• Outlook
• Word