Administrative Office Assistant Job Description
Administrative Office Assistant Duties & Responsibilities
To write an effective administrative office assistant job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative office assistant job description templates that you can modify and use.
Sample responsibilities for this position include:
Administrative Office Assistant Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Administrative Office Assistant
List any licenses or certifications required by the position: W-9, NC, AED, CPR
Education for Administrative Office Assistant
Typically a job would require a certain level of education.
Employers hiring for the administrative office assistant job most commonly would prefer for their future employee to have a relevant degree such as Associate and Bachelor's Degree in Education, Associates, General Education, Business, Management, Administrative Assistant, Communication, Technical, Business/Administration, Faculty
Skills for Administrative Office Assistant
Desired skills for administrative office assistant include:
Desired experience for administrative office assistant includes:
Administrative Office Assistant Examples
Administrative Office Assistant Job Description
- To exercise personal responsibility, judgement and initiative, subject to well-defined limits and commensurate with the grade of the post in supporting the strategic aims of the Division
- Routing documents for signature
- Conference room booking
- Greeting and managing visitors
- Expense reimbursements
- Sending documents/contracts through UPS
- Arrange travel and prepare expense reports for business trips for analyst and relationship managers
- Managing calendar of in-house meetings and coordinate with sell side brokers
- Handle rollover calls and direct messages
- Manage systems for all office functions
- Previous experience supporting multiple leaders preferred
- 2+ years of Office Management/administrative assistant experience
- Associate's degree required, equivalent experience will be considered
- Minimum 5-8 years of administrative support and data entry experience required
- Prior experience in an executive setting and/or university environment is preferred
- Operates office equipment such as printers, copy machines, fax machines
Administrative Office Assistant Job Description
- Act as Receptionist and welcome all guests
- Answer all incoming calls for office main line and senior employees
- Assign daily desk allocation for employees and assist with remote set-up
- Receive and distribute incoming mail and facilitate pick-up outgoing mail/packages
- Maintain inventories and order office supplies and pantry items
- Order lunch daily for employees
- Coordinate onsite facility maintenance, cleaning and problem resolution
- Handle other administrative duties, as needed
- Sign for and route all incoming deliveries, packages, Route all incoming executive mail to the Executive Assistants
- Assign office keys, as needed
- 1 - 2 years of experience in an administrative or assistance
- Profound knowledge of MS Office applications
- Demonstrate the desire to learn and refine skills
- Advanced proficiency with the entire Microsoft Office Suite
- Fluency in English and Spanish languages in verbal and written communications
- Organized, detail-oriented, with ability to multi-task
Administrative Office Assistant Job Description
- Monitors coordinates vendors by gathering and organizing financial/operational and BSP information
- Monitors vendors and it’s correct interaction between our administrative operation and execution
- Processes a variety of documents and materials in compliance with established administrative guidelines
- Responds to inquiries from a variety of internal and external parties for the purpose of providing information, facilitating communication among parties and/or providing direction
- Negotiates and influences cross-functional teams to ensure appropriate resourcing levels are engaged and maintained throughout projects and tasks
- Meeting and greeting guests to the office
- Answering and transferring phone calls
- Handling some new hire paperwork
- Assisting the CEO with other duties, as needed
- Manage the calendar of appointments for the Associate Provosts and others as needed
- 1+ year of previous Administrative and/or Clerical experience
- Minimum three (3) years professional Administrative Assistant experience or experience in guest service or hospitality
- 1-2 years of administrative/office experience preferred
- Must be able to juggle several tasks at once and meet tight deadlines
- Under some supervision, this person will exercise discretion & judgment to perform varied administrative duties that may present complex problems
- Independently set priorities for completion of varied administrative and project-oriented duties
Administrative Office Assistant Job Description
- Oversee several Human Resource services to ensure they are properly administered and serves as a "front line" resource relative to employee inquiries regarding HR programs and procedures
- Lead facility décor design updates and general employee well-being influence of the space
- Cover the reception desk when required and as needed
- Provides backup support for other Assistants within the department
- Attends the workplace regularly, reports to work punctually and follows a work schedule to keep up with the demands of the workplace
- Daily input of all service department sales orders, process and audit
- Update batches daily, upon completion of successful audits
- Maintain daily freight logs
- Maintain daily sales results
- Processes credit card transactions as needed
- Experience supporting staff in a sales organization, especially with calendar management
- Experience organizing events & meetings
- Experience working with expense management tools (especially Concur)
- Detail-oriented and well-organized professional demeanor
- Fluency in Written and oral Spanish and English
- Ability to influence, lead and communicate at all levels and across multiple areas
Administrative Office Assistant Job Description
- Make arrangements for shipments and pick- ups
- Distribute daily incoming faxes and photocopies material as required
- Organize and schedule on-site or off-site meetings, including travel arrangements
- Ensure that facilities are adequate
- Arrange for food and beverage service when required
- Prepare reimbursement requisitions for off-site meeting attendees
- Monitor and maintains adequate quantities of office supplies and equipment for the staff
- Prepare purchase requisitions when inventory levels are low
- Organize and maintain files of departmental records, literature, and reports
- Recover information from files upon request
- Must have professional phone etiquette
- May be required to assist customers both in and out doors
- Requires excellent interpersonal telephone and communication skills
- High attention to detail and professionalism
- Ability to meet and greet external guests and accommodate requests during their visit to the bank
- Ability to handle sensitive and confidential information, with good instincts and judgement