Office Assistant jobs in United States

The Administrative Assistant will be responsible for providing high-level administrative and organizational support to ensure smooth day-to-day operations within the department or organization. The role includes managing schedules, coordinating meetings, handling correspondence, organizing documents, and supporting various office functions. The ideal candidate should be proactive, detail-oriented, and capable of handling multiple tasks efficiently and professionally.

About the job

Job Purpose:

The Administrative Assistant will be responsible for providing high-level administrative and organizational support to ensure smooth day-to-day operations within the department or organization. The role includes managing schedules, coordinating meetings, handling correspondence, organizing documents, and supporting various office functions. The ideal candidate should be proactive, detail-oriented, and capable of handling multiple tasks efficiently and professionally.

• Office Coordination:
• Manage day-to-day office operations, including organizing files, ordering supplies, and maintaining records in an orderly and confidential manner.
• Scheduling & Calendar Management:
• Coordinate and manage calendars, arrange appointments and meetings, and ensure timely reminders and follow-ups for executives or team members.
• Meeting Preparation & Support:
• Prepare agendas, take meeting minutes, and distribute relevant documents. Ensure logistics and materials are in place for internal and external meetings.
• Correspondence Management:
• Handle incoming and outgoing communications including emails, letters, and calls. Draft, proofread, and format official documents and memos.
• Travel & Logistics:
• Arrange travel itineraries, hotel bookings, transportation, and prepare travel expense reports as required.
• Document Management:
• Maintain organized digital and physical filing systems. Ensure timely retrieval and proper version control of documents.
• Support Department Activities:
• Assist with organizing company events, trainings, and workshops. Coordinate with internal departments for administrative tasks.
• Vendor & Service Coordination:
• Liaise with suppliers and service providers regarding office-related needs (maintenance, subscriptions, printing, etc.).
• Confidentiality & Discretion:
• Handle sensitive information with the highest degree of integrity and discretion.

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