Administrative Assistant

Job Description

ABOUT JOB

The Administrative Assistant provides administrative, operational, and program support to ensure the effective functioning of departmental operations. This role supports coordination of office activities, communications, data management, and logistical processes. The Administrative Assistant maintains records, coordinates meetings and events, manages office resources, and assists with reporting and program operations while providing reliable service to internal staff, partners, and clients. This role works under moderate supervision and independently manages routine responsibilities within established procedures.
Duties

• Administrative & Office Support: Answers and screens telephone calls, responds to inquiries, and directs calls or messages to appropriate staff; receives visitors and provides general information; receives, sorts, and distributes mail; prepares and formats correspondence, reports, meeting materials, and other documents; maintains organized filing systems and records.
• Program & Operational Support: Assists with administrative tasks related to program operations and departmental projects; supports coordination of meetings, trainings, and events including scheduling, preparing materials, and communicating details to participants; maintains calendars and schedules; tracks assigned tasks and supports timely completion of deliverables.
• Data Management & Reporting: Maintains and updates databases, spreadsheets, and tracking systems; collects and compiles information for reports and documentation; assists in preparing routine reports and summaries; ensures accuracy and organization of records; maintains confidentiality of information.
• Financial & Logistical Coordination: Assists with processing purchase orders, reimbursement requests, and check requests; tracks and organizes receipts and supporting documentation; supports coordination of travel arrangements and related logistics as needed.
• Office Operations & Resource Management: Monitors office supply levels and assists with ordering supplies; maintains inventory records; supports coordination with facilities, IT, or other service providers; contributes to maintaining an organized office environment.
• Problem Solving & Coordination: Resolves routine administrative issues within established guidelines and escalates more complex matters as needed; prioritizes tasks and manages multiple assignments.
• Additional Responsibilities: Participates in meetings, trainings, and organizational activities; supports departmental initiatives and projects; performs other duties as assigned.

Knowledge, Skills, Abilities, and Other Characteristics

• Minimum of two years of administrative, office operations, or related experience.
• Strong organizational skills, ability to manage multiple tasks, and maintain accurate records.
• Ability to identify and resolve routine issues independently.
• Ability to work independently on assigned tasks with moderate supervision and meet deadlines.
• Strong customer service orientation and ability to collaborate across teams.
• Detail-oriented, reliable, proactive, and adaptable in a fast-paced environment.
• Strong written and oral communication skills in English are required, and we celebrate linguistic diversity, valuing the unique perspectives and strengths that multilingual team members bring to our organization.
• Utilizes Microsoft Office Suite and other business systems to perform daily administrative functions, including data entry, document management, and professional correspondence.

Are you interested in this position?

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