Administrative Assistant

DFM Solutions; Fort Wayne (IN); On-site; USD 38,000 - 46,000; Full time

Job summary

DFM Solutions is seeking an Administrative Assistant to provide clerical and organizational support, helping maintain efficient daily operations. You will manage calendars, handle correspondence, prepare reports, and coordinate with visitors, vendors, and staff across departments.

The role requires strong written and verbal communication, meticulous record-keeping, and the ability to balance multiple priorities in a professional, confidential manner.

Qualifications

• High school diploma or equivalent.
• Administrative, clerical, customer-service or office experience preferred.
• Proficiency with common office applications (word processing, spreadsheets, email, calendars, presentations).
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Attention to detail and accuracy.
• Ability to prioritize and manage multiple responsibilities.
• Professional, dependable, courteous demeanor.
• Sound judgment and the ability to maintain confidentiality.
• Ability to work independently and collaboratively as part of a team.

Responsibilities

• Answer, screen, and direct calls and emails.
• Greet visitors and provide professional assistance.
• Manage calendars and schedule meetings.
• Prepare agendas, materials, and minutes as needed.
• Draft, format, proofread, and distribute letters, reports, presentations, and other documents.
• Perform data entry and maintain accurate records.
• Organize filing systems and contact lists.
• Receive, sort, and distribute mail, packages, and deliveries.
• Coordinate meeting rooms, equipment, refreshments, and other logistical needs.
• Assist with travel arrangements, expense reports, invoices, and routine financial documentation.
• Collect information and help prepare regularly scheduled reports.
• Communicate and coordinate with employees, customers, vendors, and outside organizations.
• Handle confidential or sensitive information with discretion.
• Assist with special projects and other administrative duties as assigned.

Skills

Administrative experience

Calendar management

Communication skills

Data entry

Confidentiality

Team collaboration

Attention to detail

Education

High school diploma or equivalent

Tools

Word processing

Spreadsheets

Email

Calendar software

Presentation software

Job description

ADMINISTRATIVE ASSISTANT
The Administrative Assistant provides clerical and organizational support to help maintain efficient daily operations. This position supports managers and employees, coordinates office activities, maintains accurate records, and serves as a professional point of contact for visitors, customers, vendors, and other stakeholders.
Essential Duties And Responsibilities

• Answer, screen, and direct telephone calls, emails, and other correspondence.
• Greet visitors and provide courteous, professional assistance.
• Manage calendars, schedule appointments, and coordinate meetings.
• Prepare meeting agendas, materials, and minutes as needed.
• Draft, format, proofread, and distribute letters, reports, presentations, and other documents.
• Perform data entry and maintain accurate electronic and physical records.
• Organize and maintain filing systems, databases, contact lists, and shared documents.
• Receive, sort, and distribute mail, packages, and deliveries.
• Order office supplies and monitor inventory.
• Coordinate meeting rooms, equipment, refreshments, and other logistical needs.
• Assist with travel arrangements, expense reports, invoices, and routine financial documentation.
• Collect information and help prepare regularly scheduled reports.
• Communicate and coordinate with employees, customers, vendors, and outside organizations.
• Handle confidential or sensitive information with appropriate discretion.
• Assist with special projects and other administrative duties as assigned.
  

Required Qualifications

• High school diploma or equivalent.
• Previous administrative, clerical, customer-service, or office experience preferred.
• Proficiency with common office applications, including word processing, spreadsheets, email, calendars, and presentation software.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Careful attention to detail and accuracy.
• Ability to prioritize assignments and manage multiple responsibilities.
• Professional, dependable, and courteous demeanor.
• Sound judgment and the ability to maintain confidentiality.
• Ability to work independently and collaboratively as part of a team.