Administrative Assistant

Our core values of Customer Service, Integrity, Teamwork, Accountability, and Respect drive all aspects of our business!

We are an award-winning leader in providing executive search and professional staffing services in the private and public sectors and healthcare industry. 

Job Summary

The Administrative Assistant is an integral team member with the primary responsibility for providing administrative and secretarial support to the executive team and managing the efficient operations of the corporate office. To succeed in this role, you must be adept at working effectively in an extremely pressured environment, highly organized and detailed-oriented, and skilled at completing multiple assignments within tight deadlines. We welcome individuals who enjoy working in a fast-paced team environment and providing exceptional customer service.

Duties & Responsibilities

• Carries out administrative duties such as answering telephones, greeting visitors, scheduling meetings, preparing correspondence, creating presentations and reports, maintaining databases and spreadsheets, sorting mail, copying, binding, scanning etc.
• Establishes, maintains, and updates the filing system. Retrieves information as needed.
• Serves as the subject matter expert of office technology systems including phone systems and conference room audio-visual equipment.
• Makes travel arrangements for executive team such as booking flights, rental cars, and hotel or restaurant reservations.
• Ensures operation of office equipment by completing preventive maintenance requirements, calling for repairs, and maintaining equipment inventories.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
• Maintains the orderly appearance of the common areas (reception, conference rooms, kitchens).
• Exhibits polite and professional communication via phone, e-mail, and in-person interactions to ensure a positive experience for all stakeholders.
• Other duties and special projects as assigned by management.

Preferred Knowledge, Skills & Abilities

• Self-starter with excellent time management skills and ability to multi-task and prioritize work.
• Takes initiative and exercises judgment in the absence of direct supervision.
• Excellent verbal and written communication.
• Strong organizational and planning skills.
• Ability to quickly learn and adapt to changing technologies and learn functionality of software, new equipment, and systems.

Minimum Requirements

• Associate degree in business or related field or equivalent experience.
• Two years of recent experience in administrative support roles.
• Strong proficiency in the complete Microsoft Office 365 Suite, Adobe Acrobat, virtual meetings platforms and internet research tools.