Administrative Assistant

Minivasive Pain; Town of Texas (WI); On-site; USD 35,000 - 50,000; Full time

Job summary

Minivasive Pain in Wisconsin seeks an Administrative Assistant to provide essential administrative support and ensure the efficient operation of the office. Responsibilities include managing communication, maintaining filing systems, scheduling meetings, and supporting both managers and employees seamlessly.

The candidate should possess strong attention to detail, be proficient in Microsoft Office, and demonstrate excellent verbal and written communication skills, with a high school diploma or GED and two years of administrative experience preferred.

Qualifications

• Knowledge of clerical procedures and systems.
• Strong attention to detail and thoroughness in completing tasks.
• Ability to adapt to change and workplace variety.
• Effectively organized to ensure timely task completion.
• Proficient in using Microsoft Office applications.
• Excellent verbal and written communication skills.
• Ability to work independently and with diverse teams.

Responsibilities

• Provide administrative support for efficient office operation.
• Welcome new staff and support visitors.
• Answer and redirect incoming calls as needed.
• Manage correspondence and mail distribution.
• Maintain filing systems and order supplies.
• Schedule meetings and take minutes.
• Maintain accurate records of customer interactions.

Skills

Knowledge of administrative procedures

Strong attention to detail

Ability to adapt and be flexible

Strong computer knowledge

Excellent communication skills

Ability to work independently

Education

High School diploma or GED

Two years of experience in an administrative role

Tools

MS Outlook

MS Word

MS Excel

Job description

The Administrative Assistant is responsible for providing administrative support to ensure efficient operation of the office. Supporting managers and employees through a variety of tasks related to organization and communication. Additionally, handling confidential and time‑sensitive material.

ESSENTIAL FUNCTIONS

• Welcomes new staff and ensures they are situated
• Acts as first line of communication providing general support to visitors
• Answers incoming calls and redirects calls when appropriate
• Provides information, answers questions and requests inquiries via email, telephone or in person
• Receives, sorts, and distributes mail received
• Produces and distributes correspondence memos, letters, faxes, and forms
• Develops filing system to maintain administrative duties such as filing, copying, binding, scanning, etc.
• Maintains computer and manual filing systems
• Orders and maintains office supplies
• Organizes department manuals and ensures all team members have the most updated copy
• Schedules meetings and appointments for the department
• Takes accurate minutes of meetings
• Assists in the preparation of reports and distribution
• Maintains employees’ anniversary dates and birthday celebrations
• Manages contact lists and accurate records of customer interactions
• Performs other related duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of administrative and clerical procedures, systems such as word processing, managing files and records
• Strong attention to detail: being careful about detail and thorough in completing work tasks
• Ability to adapt with flexibility: being open to change (positive or negative) and to considerable variety in the workplace
• Ability to maintain effective and organized systems to ensure timely and accurate task completion
• Strong computer knowledge including proficiency with MS Outlook, Word, and Excel
• Excellent verbal and written communication skills
• Ability to work independently and closely with diverse roles/team members

EDUCATION AND EXPERIENCE

• High School diploma or GED
• Two (2) years of experience in an administrative role
• Valid Texas Driver’s License