Position: Administrative Assistant
Job Summary: Our client is seeking a highly organized and proactive Administrative Assistant to support our executive team. The ideal candidate will be responsible for providing administrative support to ensure the efficient operation of the office. From scheduling client meetings to communicating between departments, the Administrative Assistant will facilitate the efficient running of the office by performing a variety of clerical and administrative tasks.
Responsibilities:
- Draft correspondences and other formal documents
- Communicate with customers, employees, and vendors to answer questions, and address complaints.
- Database management for the following applications:
- Quickbooks
- Sonar Software Billing System
- Connectwise Manage CRM
- Prepare and process bills, invoices, checks and contracts.
- Assist with planning and scheduling appointments and events.
- Prepare meeting agendas and take notes.
- Answer inbound telephone calls for executive staff.
- Develop and implement organized filing systems.
- Compile and maintain office records and business transactions.
- Assist in the preparation of regularly scheduled reports.
- Order office supplies and research new deals and suppliers.
- Maintain contact lists and manage email and calendar appointments.
- Liaise with executive staff.
- Handle sensitive information in a confidential manner.
Qualifications:
- Previous experience in office administration or other related fields
- MUST be proficient in the use of computers, including accounting software, database software, and Microsoft Office
- Must be able to arrive to work on-time every day.
- Reliable attendance is required.
- Ability to prioritize and multitask.
- Excellent written and verbal communication skills
- Strong attention to detail
- Strong organizational skills
- Knowledge of office management systems and procedures.
- Working knowledge of office equipment, like printers and fax machines.
- Experience with QuickBooks and familiarity with accounting principles.
- Experience with Customer Relationship Management (CRM) systems.
- Excellent time management skills and the ability to prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to multi-task.
- High School degree; additional qualification as an Administrative assistant or Secretary will be a plus.
Preferred Skills:
- Bachelor's degree in Business Administration or relevant field.
- Experience with online calendars and cloud systems.
- Experience handling complex schedules and administrative management at the executive level.