Administrative Assistant

truenetcommunications; Miami (FL); On-site; USD 36,000 - 54,000; Full time

Job summary

TrueNet Communications is seeking an Administrative Assistant to support managers and staff with daily office tasks, document management, meeting preparation, and data reporting. Key duties include organizing communications, taking minutes, coordinating meetings, preparing reports and presentations, and maintaining filing systems.

The ideal candidate will have a high school diploma or GED, at least two years of admin experience, and proficient Microsoft Office skills (Word, Excel, Outlook);

Qualifications

• High school diploma or GED required.
• Minimum of 2 years of administrative assistant experience required.
• Must have basic Microsoft Office (Word, Excel, Outlook) skills.
• Microsoft Office Specialist certifications are preferred.

Responsibilities

• Organize and prioritize communications (email, phone, mail).
• File and maintain hard and soft copy documentation.
• Create and maintain non-confidential documentation (Word, Excel, PowerPoint).
• Research and gather data for reporting purposes.
• Develop and prepare reports/presentations.
• Attend and take detailed minutes at meetings as requested.
• Coordinate arrangements for internal/external meetings and calls; disseminate materials as required.
• Serve as liaison with direct reports, employees and vendors; maintain confidentiality.
• Provide follow-up to pending issues to assure completion of tasks.
• Plan and coordinate office events (meals, celebrations, etc.) including order of food and decorations.
• Prepare outgoing correspondence and track accordingly.
• Monitor and respond to emails and phone calls.
• Greet and assist visitors.
• Work on special projects with multi-tasking as needed.
• Maintain inventory of office supplies.
• Daily intake of mail and sorting for distribution.
• Answer telephone and direct inquiries.
• Other duties as required.

Skills

Microsoft Office proficiency

Communication skills

Multi-tasking

Teamwork

Education

High school diploma or GED

2 years administrative experience

Tools

Microsoft Office Specialist certifications

Job description

The Administrative Assistant provides support to managers and employees, assisting in daily office needs and managing our company’s general administrative activities. (This is meant to be a guide. Duties may vary dependent upon management.))

Essential Position Functions:

• Organize and prioritize various forms of communication including email, phone calls, mail, etc.
• File and maintain hard and soft copy documentation dependent upon management requirements.
• Create and maintain any non-confidential documentation as necessary (Word, Excel, PowerPoint, etc.).
• Research and gather data for reporting purposes.
• Develop and prepare reports/presentations.
• Attend and take detailed minutes at meetings as requested.
• Coordinate arrangements for internal/external meetings, conference calls; compile and disseminate materials for meetings and calls as required.
• Serve as liaison with direct reports, employees and vendors. Maintain confidential nature of communications.
• Provide follow-up to pending issues to assure completion of tasks – internal and external.
• Plan and/or coordinate office events, including but not limited to business breakfasts/lunches/dinners, office celebrations and holiday events. This may include the ordering of food, supplies, and decorating the office.
• Prepare packages and outgoing correspondence and track accordingly.
• Monitor and proactively respond to emails and phone calls.
• Greet and assist visitors.
• Work on a variety of special projects as needed with multi-tasking as necessary.
• Maintain inventory of office supplies.
• Daily intake of mail and sorting for distribution.
• Answering telephone and directing inquiries.
• Other duties as required.

Education and/or Experience:

• High school diploma or GED required.
• Minimum of 2 years of administrative assistant experience required.
• Must have basic Microsoft Office (Word, Excel, Outlook) skills.
• Microsoft Office Specialist certifications are preferred
• Must be able to efficiently use a Windows-based computer.
• Ability to prioritize and complete assignments accurately and in a timely manner.
• Able to effectively handle multiple priorities with a strong attention to detail in a fast-paced environment.
• Strong interpersonal, organizational, oral and written communications skills.
• Must be able to work alone, and with a team.
• Must be able to pass a drug screen and criminal background check.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent walking, standing, sitting within the work area.
• Ability to sit for extended periods of time.
• Ability to effectively communicate with employees, management, peers, et al.

Work Environment:

The work environment characteristics described here are representative of those of a standard office environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The work environment is that of an office position with minimal to high noise levels.
• The position requires working independently, as well as part of a team.
• This position requires verbal and face-to-face contact with others daily.
• Frequent use of a computer is necessary.
• This position requires use of all general office equipment.