Administrative Assistant

Administrative Assistant

Administrative Assistant responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and other staff members through a variety of tasks related to organization and communication. 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. Reports to the Executive Directors. 

Responsibilities:

  • Answer and direct phone calls
  • Organize and schedule meetings and appointments
  • Maintain contact lists
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • Maintain a filing system
  • Book travel arrangements
  • Provide information by answering questions and requests
  • Take dictation
  • Generate reports
  • Handle multiple projects
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • 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.
  • Organize travel arrangements for senior staff members
  • Write letters and emails on behalf of other office staff
  • Book conference calls, rooms, taxis, couriers, hotels etc.  
  • Maintain computer and manual filing systems
  • Handle sensitive information in a confidential manner
  • Coordinate office procedures
  • Reply to email, telephone or face to face enquiries
  • Develop and update administrative systems for efficiency
  • Resolve administrative problems
  • Receive, sort and distribute the mail
  • Answer telephone calls and pass them on
  • Coordinate repairs to office equipment
  • Greet and assist visitors to the office
  • Photocopy and print out documents on behalf of other colleagues

Requirements:

  • Describes to Zoe's Core values

  • 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
  • At least 7 years of experience in the field or in a related area
  • High school diploma or equivalent; college degree preferred
  • Bonus- Proficient with the Mac system 

Administrative Assistant top skills & proficiencies:

  • Reporting Skills
  • Administrative Writing Skills
  • Microsoft Office Skills
  • Analysis
  • Professionalism
  • Problem Solving
  • Inventory Control
  • Verbal Communication
  • Office Administration Procedures
  • Typing Skills
  • Attention to Detail
  • Accuracy
  • Multitask
  • Telephone Skills
  • Teamwork
  • Discretion and Judgment
  • Patience

Apply Online

Invalid Input
Invalid Input
Invalid Input
Invalid Input
Invalid Input

What is Human Trafficking?

"Human trafficking is modern-day slavery and involves the use of force, fraud or coercion to obtain some type of labor or commercial sex act; or, commercial sex involving a person under 18 years of age."- U.S. Department of Homeland Security