Job Description
Job Description
SUMMARY
A highly organized and proactive Administrative Clerk to provide support to the Executive Assistant (EA). Manage a variety of administrative tasks, enabling the EA to focus on strategic priorities. The ability to work under pressure with short deadlines is needed. Communication skills, attention to detail, and the ability to multitask in a fast-paced environment.
ESSENTIAL DUTIES & RESPONSIBILITIES
· Manage office supplies by monitoring inventory, placing orders, and coordinating equipment maintenance.
· Prepare coffee and stock conference rooms with the items specified on the visitor forms to ensure all customers’ needs are met.
· Order and serve catered lunches for working meetings as requested.
· Plan and organize meetings by preparing agendas, reserving, and setting up facilities.
· Set up meeting facilities and ensure they are ready for use.
· Compose and draft professional emails, memos, and other communications.
· Respond to general inquiries and direct them to the appropriate person or department.
· Organize and maintain file systems for easy retrieval of correspondence records.
· Welcome scheduled visitors and direct them to the appropriate area or person.
· Arrange and manage travel schedules and reservations for team members as needed.
· Provide administrative support to other departments when time permits and needs arise.
· Perform other duties as assigned to ensure smooth office operations.
OTHER DUTIES AND RESPONSIBILITIES
· Adhere to all safety policies, practices, and procedures, promptly reporting unsafe activities to Management and/or Human Resources.
· Actively participate in team initiatives to achieve departmental and company objectives.
· Foster a positive and collaborative team environment.
· Communicate clearly and effectively with employees across all levels of the organization.
· Safeguard confidential information by refraining from unauthorized disclosure or use for personal or third-party benefit.
· Uphold the highest standards of honesty and integrity in all actions and interactions.
Requirements
KNOWLEDGE, SKILLS & EDUCATION
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Education and/or Experience: Associate degree (AA) or equivalent from two-year college or technical school; or six months to one-year related experience and/or training; or equivalent combination of education and experience.
- Language Skills:Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public.
- Mathematical Skills:Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
- Reasoning Ability:Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
- Computer Skills: To perform this job successfully, an individual should have knowledge of Internet software; Spreadsheet software, PowerPoint and Word Processing software.
PHYSICAL DEMANDS & WORK ENVIRONMENT
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Regularly required to sit and talk or hear. Frequently required to stand and walk. Occasionally lift and/or move up to 10 pounds. The noise level in the work environment is usually quiet. Hearing protection may be recommended and/or required in some areas.