Administrative & Scheduling Specialist

Westaff; Helena (MT); On-site; USD 36,000 - 48,000; Full time

Job summary

Westaff is seeking an organized office assistant to support daily administrative tasks and provide excellent customer service. You will help with filing, reports, and meeting setup, while coordinating travel and handling communications.

The role also involves screening calls, preparing presentations, transcribing minutes, and managing mail and general office duties. This position requires professional communication via phone, email, and mail and is based in an in-person office setting.

Responsibilities

• Handle office tasks, such as filing, generating reports and presentations, setting up for meetings, and reordering supplies.
• Provide real-time scheduling support by booking appointments and preventing conflicts.
• Provide exceptional customer service when assisting visitors, consumers, or members of the public.
• Coordinate travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations.
• Screen phone calls and routing callers to the appropriate party.
• Generate reports, transcribe minutes from meetings, create presentations, and conduct research.
• Maintain polite and professional communication via phone, e-mail, and mail.
• Perform basic office duties including scanning, filing, etc.
• Process mail and other correspondence.

Job description

Westaff is seeking an organized office assistant to support daily administrative tasks and provide excellent customer service. You will help with filing, reports, and meeting setup, while coordinating travel and handling communications.

The role also involves screening calls, preparing presentations, transcribing minutes, and managing mail and general office duties. This position requires professional communication via phone, email, and mail and is based in an in-person office setting.