Administrative Assistant

Exploreelginarea; Elgin, Northern (IL, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Exploreelginarea is seeking an Administrative Assistant to support an administrative professional and help executives stay organized. You will manage calendars, draft documents, handle correspondence, and coordinate meetings and travel as needed.

The role requires strong communication, time management, and discretion with sensitive information, along with proficiency in office software and cloud-based platforms. A positive, professional image is essential.

Qualifications

• High school diploma or equivalent is required.
• Proven administrative experience is required.
• Excellent written and verbal communication skills are essential.
• Strong time-management and multitasking abilities are expected.
• Willingness to learn new software and systems.
• Knowledge of office suite programs (word processors, data managers, etc.).
• Knowledge of cloud-based software platforms used by the organization.
• Ability to exercise discretionary authority within given limits with logic and consistency.

Responsibilities

• Maintains physical and digital filing systems.
• Answers phone calls and directs callers to appropriate personnel; schedules appointments; assists clients and visitors.
• Responds to emails and other digital queries and correspondence.
• Manages calendars for senior staff, including travel arrangements.
• Drafts and edits letters, reports, and other documents.
• Inputs and updates information in databases and spreadsheets.
• Prepares meeting agendas and takes meeting minutes.
• Coordinates logistics for meetings, including room setup and catering.
• Uses word processing and presentation software to create and edit documents.
• Operates and maintains office equipment including printers, copiers, and fax machines.
• Works with maintenance staff and vendors to ensure equipment is in good condition.
• Researches and compiles information for reports or presentations.
• Supports colleagues and handles confidential information with discretion.
• Ensures deadlines are met and adapts to changing priorities.
• Upholds a professional image for the organization.

Skills

Microsoft Office

Time management

Verbal & written communication

Discretion with confidential info

Learning new software

Data entry

Attention to detail

Education

High school diploma

Tools

Microsoft Office Suite

Databases/CRM

Job description

An administrative assistant provides support to an administrative professional in order to help them stay organized and complete tasks that allow executives to focus on more advanced responsibilities. Additionally, serves as the eyes and ears of the office, providing information, answering questions, and responding to requests. Provides a wide variety of administrative support to ensure efficient office operations.

Responsibilities

• Maintains physical and digital filing systems.
• Answers phone calls and directs callers to appropriate personnel, schedules appointments, signs for incoming packages, and assists clients and other visitors.
• Responds to emails and other digital queries and correspondence.
• Manages calendars for senior staff, including making travel arrangements.
• Drafts and edits letters, reports, and other documents.
• Inputs and updates information in databases and spreadsheets.
• Prepares meeting agendas and takes meeting minutes.
• Coordinates logistics for meetings, including room setup and catering.
• Uses word processing and presentation software to create and edit documents.
• Operates and maintains office equipment, including printers, copiers, and fax machines.
• Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.
• Researches as requested and compiles and summarizes information for reports or presentations.
• Works closely with other administrative staff and supports other colleagues as needed.
• Works with sensitive information
• Uses discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.
• Ensures that deadlines are met and adapts to changing priorities.
• Present a positive and professional image for the organization.

Qualifications

KNOWLEDGE, SKILLS AND ABILITIES:

• High school diploma or equivalent (required)
• Proven administrative experience (required)
• Superb written and verbal communication skills
• Strong time-management skills and multitasking ability
• Aptitude for learning new software and systems
• Knowledge of office suite programs (word processors, data managers, etc.)
• Knowledge of cloud-based software platforms utilized by the organization.
• Ability to exercise discretionary authority (within given limits) with logic and consistency.

Physical Requirements

• Ability to walk, stand, sit, talk, hear, see, reach and use hands and fingers bend, stretch, twist and kneel
• Ability to use hands and fingers to operate a telephone, computer and keyboard, copier, shredder, printer, etc.
• Ability to perform close vision work
• Ability to reach both high and low drawers or shelves
• Ability to lift up to 50 pounds (light to moderate lifting may be required at times)
• Ability to operate a variety to office equipment such as, copier, shredder, computer, calculator, cellular phone, desk phone
• Regular, predictable attendance is required
• Ability to sit at a computer terminal for long periods of time
• Ability to work in a confined area
• Ability to tolerate moderate noise levels

Images

Additional Info

Related Links : https://atecambulance.com/jobs/