Administrative Assistant

Ultimate Staffing Services; Phoenix (AZ); On-site; USD 38,000 - 52,000; Full time

Job summary

Ultimate Staffing Services in Phoenix, AZ is seeking an Administrative Assistant to provide clerical and organizational support, manage calendars, schedule meetings, answer phones, and handle correspondence to keep the office running smoothly.

The role requires strong writing, filing, bookkeeping basics, and collaboration with management and staff to ensure deadlines are met and communications are professional.

Responsibilities

• Answer phones and greet visitors
• Schedule appointments and maintain calendars
• Schedule and coordinate meetings
• Collate and distribute mail
• Prepare communications such as memos, emails, invoices, reports and other correspondence
• Write and edit communications, from letters to reports and instructional documents
• Create and maintain filing systems, both electronic and physical
• Manage accounts and perform bookkeeping
• Decision-making: administrative assistants need to make independent decisions on a daily basis, addressing the best way to handle specific tasks
• Communications and collaboration: An administrative assistant must collaborate with other administrators and support personnel, management and clients on a regular basis
• Organizational skills: The ability to maintain order helps ensure executives don't miss appointments or deadlines
• Writing: Their emails, letters, documents and social media posts reflect upon their employers, so they need to know how to write professionally, using proper spelling and grammar

Skills

Clerical skills

Calendar management

Scheduling

Written communication

Collaboration

Job description

The administrative assistant provides clerical and organizational support to individuals or teams within an office, managing calendars, scheduling meetings, answering phone calls, handling correspondence, maintaining files, ordering office supplies, and performing other administrative tasks to ensure smooth operation of the office environment.

• Answer phones and greet visitors
• Schedule appointments and maintain calendars
• Schedule and coordinate meetings
• Collate and distribute mail
• Prepare communications such as memos, emails, invoices, reports and other correspondence
• Write and edit communications, from letters to reports and instructional documents
• Create and maintain filing systems, both electronic and physical
• Manage accounts and perform bookkeeping
• Decision-making: administrative assistants need to make independent decisions on a daily basis, addressing the best way to handle specific tasks
• Communications and collaboration: An administrative assistant must collaborate with other administrators and support personnel, management and clients on a regular basis
• Organizational skills: The ability to maintain order helps ensure executives don't miss appointments or deadlines
• Writing: Their emails, letters, documents and social media posts reflect upon their employers, so they need to know how to write professionally, using proper spelling and grammar

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.