Administrative Assistant

Position: Administrative Assistant
Pay Rate: $13.00-$16.00 per hr
Schedule: Monday through Friday from 8:00 am to 5:00 pm

Administrative Assistant Summary
The Administrative Assistant provides dedicated support to the executive, handling a diverse range of responsibilities. This role requires a highly adaptable, detail-oriented, and organized individual to align with the needs of a dynamic and growing organization. The ideal candidate will bring a positive attitude, exceptional organizational abilities, and proven experience in a similar assistant role, demonstrating professionalism and a proactive approach to problem-solving.

Qualifications

• Education: Minimum of a high school diploma required; preference given to candidates with an associate or bachelor’s degree in accounting, finance, or business.
• Experience: At least 2 years of experience as an Administrative Assistant, Receptionist, or similar secretarial role.
• QuickBooks Proficiency: A minimum of 1 year of experience using QuickBooks Online and/or Desktop (preferred).
• Bookkeeping Skills (Preferred): Basic bookkeeping and math skills, including entering checks, debits, deposits, and journal entries, as well as bank and credit card reconciliation.
• Professionalism: Friendly, approachable, and professional demeanor.
• Organizational Excellence: Strong skills in organization, project management, time management, and problem-solving, with the ability to manage multiple tasks seamlessly.
• Composure Under Pressure: Ability to remain calm and focused in high-stress situations.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) with the ability to quickly adapt to firm-specific software and programs.
• Multitasking Ability: Skilled in prioritizing and managing daily workloads effectively.
• Communication Skills: High-level verbal and written communication abilities.
• Confidentiality: Demonstrated discretion when handling personal and sensitive information.
• Transportation: Valid driver’s license, reliable personal vehicle, and active car insurance.

Responsibilities

• Serve as the primary point of contact between executives and internal/external clients, ensuring clear and professional communication.
• Manage incoming calls and emails by taking messages, responding appropriately, and directing correspondence to the appropriate executive or team member.
• Address requests, feedback, and inquiries promptly and professionally.
• Coordinate and schedule meetings, appointments, and other engagements for executives.
• Maintain an efficient and organized filing system for both physical and electronic documents.
• Monitor and manage office supply inventory, placing orders as needed to ensure uninterrupted operations.
• Perform daily errands, including the delivery and pickup of business correspondence, supplies, bank deposits, shipping, and other tasks within the local area as directed.
• Provide support for bookkeeping, tax preparation, and special project tasks as needed.
• Uphold the highest level of confidentiality in handling sensitive information.