Administrative Assistant

Talentify; Lakeland (FL); On-site; USD 34,000 - 46,000; Full time

Job summary

Talentify is seeking an experienced Administrative Assistant in Lakeland, FL to manage a supervisor’s calendar, schedule appointments, and respond to routine inquiries in the manager’s absence. The role develops reports, compiles data, and coordinates meetings with staff and vendors.

Responsibilities include preparing memorandums, organizing events, and maintaining records, minutes, and confidential correspondence. Proficiency with MS Office and strong writing are essential for success.

Qualifications

• 3–5 years of admin experience required.
• Strong writing ability and proactive work style.
• Strong communication with managers, staff, and vendors.
• Proficient with computers and MS Office (Excel, Word).

Responsibilities

• Manage supervisor's calendar and schedule appointments.
• Answer routine inquiries in supervisor's absence.
• Prepare memorandums detailing procedures and policies.
• Arrange programs, events, or conferences including facilities and catering.
• Direct minutes, notices and records for corporate meetings.
• Transcribe dictation and prepare confidential documents.
• Create and maintain databases and spreadsheets.

Skills

Three to five years experience

Excellent writing skills

Verbal communication

Multitasking

Initiative

Education

High school diploma or equivalent

Tools

Excel

Word

Automated systems

Job description

The admin assistant is responsible for managing supervisor's calendar and independently scheduling appointments. Answers routine inquiries in absence of manager. Resolves routine issues in absence of manager and develops reports and presentations. Complies, researches and tabulates data. Screens incoming calls and correspondence and responds independently when possible. Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance. Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling budget. Directs preparation of records such as agenda, notices, and minutes for corporate meetings. Takes and transcribes dictation, and composes and prepares confidential correspondence, reports, and other documents. Creates and maintains database and spreadsheet files.

QUALIFICATIONS

• Qualified candidate must have three to five years prior experience.
• Must have good writing composition skills and demonstrated ability to perform tasks under own initiative.
• Ability to work on various assignments simultaneously and to communicate tactfully, verbally and in writing with department heads, managers, coworkers and vendors to resolve problems and negotiate resolutions.
• Working knowledge of computers, internet access, and the ability to navigate within an automated systems as well as a variety of software packages such as Excel and Word.

EDUCATION

• High school graduate or equivalent required.

SPECIAL INSTRUCTIONS TO CANDIDATES

• EOE/AA M/F/D/V