Administrative Assistant I

HireTalent; Salem (OR); On-site; USD 32,000 - 44,000; Full time

Job summary

HireTalent in Salem, Oregon is seeking an Administrative Assistant I to provide essential administrative support to a department under supervision. This role handles detailed clerical tasks, maintains records, and prepares reports.

You will coordinate schedules, manage correspondence, prepare letters and invoices, and assist with travel arrangements. Proficiency in Word, Excel, PowerPoint and databases is required, along with the ability to type 60 WPM and multitask effectively.

Qualifications

• High School Diploma or equivalent required.
• 0-3 years of administrative, clerical, or office experience.
• Proficient with Word, Excel, PowerPoint, and databases.
• Type at least 60 words per minute.
• Excellent organizational and communication skills; discretion with confidential information.
• Ability to work independently and prioritize.
• Experience supporting calendars, travel, and reporting is preferred.

Responsibilities

• Provide administrative and secretarial support to departments.
• Compile, analyze, and reconcile data for reports and documents.
• Prepare reports (weekly to annual) including budgets and inventories.
• Create charts, graphs, and presentation materials.
• Organize calendars and maintain business records.
• Manage correspondence and mail distribution.
• Coordinate meetings, travel arrangements, and accommodations.
• Process purchase orders, expenses, and vouchers.
• Maintain confidential personnel and payroll records.
• Prepare letters, invoices, and other documents with designated software.
• Prioritize tasks with independent judgment and meet deadlines.
• Support office operations with minimal supervision.

Skills

MS Office proficiency

60 WPM typing

Strong organizational skills

Communication

Discretion with confidential info

Multitasking

Data reporting

Education

High School Diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Database management software

Job description

Job Title: Administrative Assistant I

Location: Salem, OR

Duration: 12 Months on W2

Description:

• Under direct supervision, the Administrative Assistant I provides general administrative and secretarial support to a department or team of professionals.
• This role involves handling a high volume of detailed administrative work, maintaining business records, preparing reports, coordinating schedules, and supporting daily office operations.
• The position requires strong organizational skills, attention to detail, and proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and databases.

Key Responsibilities

• Provide administrative and secretarial support to assigned departments and professionals.
• Compile, analyze, and reconcile data for reports, presentations, and business documents.
• Prepare weekly, monthly, quarterly, and annual reports, including budgets, inventories, and indexes.
• Create charts, graphs, tables, and presentation materials as needed.
• Organize and maintain appointment schedules, calendars, and business records.
• Manage incoming and outgoing correspondence, including mail distribution and routine responses.
• Coordinate meetings, conferences, travel arrangements, and accommodations.
• Process purchase orders, expense reports, bill payments, and vouchers.
• Maintain confidential personnel, payroll, and salary records with discretion.
• Prepare letters, memos, invoices, manuscripts, and other business documents using designated software.
• Utilize independent judgment to prioritize tasks and ensure timely completion of assignments.
• Support office operations while working with minimal supervision.

Required Qualifications

• High School Diploma or equivalent required.
• 0-3 years of administrative, clerical, or office support experience.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, and database management software.
• Ability to type a minimum of 60 WPM.
• Excellent organizational, communication, and multitasking skills.Ability to handle confidential information with professionalism and discretion.
• Strong attention to detail and accuracy in report preparation and data management.
• Ability to work independently and prioritize multiple responsibilities.
• Experience supporting business operations, calendars, travel arrangements, and reporting activities is preferred.