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Administrative Assistant Job Description

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Administrative Assistant Primary Task

An administrative assistant provides general office assistance for myriad clerical tasks including responding to incoming phone calls, receiving guests and clients, managing the mail, placing orders for supplies, organizing office communication and other tasks assigned from time to time.

Primary tasks and responsibilities

  • Respond to telephone calls and direct them to the relevant associate; transfer phone calls to voice mailbox when associate is not there and take and communicate messages
  • Provide callers with information such as the address, contact details and other relevant information of the company
  • Receive visitors and clients in the reception area
  • Receive incoming mail and communicate it to the relevant associate
  • Coordinate the pick-up and delivery of mail services such as FedEx, UPS etc.
  • Organize large mailings
  • Procure, stock and distribute office supplies
  • Arrange for the repair and maintenance of office equipment such as xerography machine, fax machine, computer, printer etc.
  • Handle conference room reservations and organize meetings and their associated arrangements
  • Type correspondence and maintain records; edit and keep the spreadsheets updated
  • Be discrete in handling office data
  • Perform other tasks as and when required

Qualifications and academic requirements

  • High School diploma or GED
  • Acquaintance with general bookkeeping, accounting and/or Human Resources skills
  • Time management and multitasking traits
  • Practical knowledge of mail processes
  • Proficiency in Microsoft Word, Excel, Outlook and general data entry
  • Ability to meet deadlines
  • Decent planning, organizational and prioritization skills
  • Well-developed communications skills
  • Ability to work independently or as a team player
  • Accuracy and discretion
  • Professional attitude
  • Adaptability
  • Ability to work in a busy office with persistent interruptions and distractions
  • 1 to 3 years working experience in an office environment

Physical demands and competencies

  • Spend majority of the office hours sitting and employing office equipment and computers
  • Transitioning from sitting to standing positions in a seamless manner
  • Get accustomed to working on repetitive tasks
  • Regularly use headphones and earpiece
  • Focus on reviewing and entering financial information into the computerized software
  • Regular use of hands and fingers to manage, control or sense objects
  • Be able to see objects less than a few feet away
  • Be able to speak clearly for the listeners to understand with ease
  • Comprehend other person’s speech
  • Sustain pressure of meeting deadlines
  • Bend to file and maintain records
  • Occasionally lift 5 to 10 pounds
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