Job description

Administrative assistant job description:

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Administrative assistants are responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.

Administrative assistant responsibilities:

· Answer and direct phone calls

· Organize and schedule appointments and meetings

· Maintain contact lists

· Produce and distribute correspondence memos, letters, faxes, and forms

· Assist in the preparation of regularly scheduled reports

· Book travel arrangements

· Submit and reconcile expense reports

· Provide general support to visitors

· Provide information by answering questions and requests

· Research and create presentations

· Generate reports

· Handle multiple projects

· Prepare and monitor invoices

· Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

· Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies

· Cross train to learn other responsibilities and fill in when and where necessary

· Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies

· Contribute to team effort by accomplishing related results as needed

· Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.

· Cover the reception desk when required

· Handle sensitive information in a confidential manner

· Take accurate minutes of meetings

· Reply to email, telephone, or face to face inquiries

· Develop and update administrative systems to make them more efficient

· Receive, sort, and distribute the mail

· Answer telephone calls and pass them on

· Manage staff appointments

· Provide polite and professional communication

· Conduct data entry

Administrative assistant requirements:

· Proven admin or assistant experience

· Knowledge of office management systems and procedures

· Excellent time management skills and ability to multi-task and prioritize work

· Attention to detail and problem solving skills

· Excellent written and verbal communication skills

· Strong organizational and planning skills

· Proficient in MS Office

· High school diploma or equivalent; college degree preferred

Administrative assistant skills & proficiencies:

· Reporting Skills

· Administrative Writing Skills

· Proficiency in Microsoft Office

· Analysis

· Professionalism

· Problem Solving

· Verbal Communication

· Office Administration Procedures

· Typing

· Attention to Detail

· Accuracy

· Multitask

· Telephone Skills

· Teamwork

· Discretion and Judgment

· Patience

· Resourcefulness

· Anticipates Needs

· Emotional Intelligence

· Flexibility

· Editing and Proofreading

· Microsoft Office Skills

· Typing Skills

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Bangor, ME 04401: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 1 year (Preferred)

Work Location: In person

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