Administrative Assistant II

Overview

Admin Assistant II

The Judge Group is searching for a mid-level Administrative Assistant. As a Mid-Level Administrative Assistant, you will play a crucial role in supporting the efficient operation of your organization by providing administrative and clerical assistance to various departments or teams. You will be responsible for performing a wide range of administrative tasks, ensuring smooth workflow, and contributing to the overall productivity of the organization. Successful candidates will possess excellent administrative skills, attention to detail, and the ability to contribute positively to the workplace's overall efficiency and professionalism.

Responsibilities

1. Calendar Management: Schedule and coordinate meetings, appointments, and conference calls for managers or teams. Ensure calendars are up-to-date and well-organized.

2. Communication: Act as a liaison between internal departments and external stakeholders. Handle incoming calls, emails, and messages, and respond or redirect them appropriately.

3. Document Management: Prepare, edit, and proofread documents, reports, presentations, and correspondence. Maintain organized filing systems, both physical and digital.

4. Travel Arrangements: Arrange travel plans, including booking flights, hotels, transportation, and creating itineraries for business trips.

5. Office Supplies: Monitor and replenish office supplies, ensuring that necessary materials are always available.

6. Data Entry: Accurately enter and maintain data in spreadsheets, databases, and other software systems.

7. Meeting Support: Assist in preparing meeting materials, including agendas, presentations, and meeting minutes. Ensure meeting rooms are set up and equipped as needed.

8. Expense Tracking: Manage and track expense reports, ensuring timely submission and reimbursement for staff.

9. Visitor Management: Greet and assist visitors, clients, or vendors. Ensure a welcoming and professional reception area.

10. Administrative Projects: Collaborate on special projects or tasks as assigned, which may include research, data analysis, or process improvement initiatives.

11. Confidentiality: Handle sensitive information with discretion and maintain confidentiality at all times.

12. Multitasking: Prioritize and manage multiple tasks simultaneously to meet deadlines efficiently

Qualifications

1. Education: A high school diploma or equivalent is required. Additional administrative or business-related education is a plus.

2. Experience: Typically, 2-5 years of relevant administrative experience is preferred. Experience with office software and systems is essential.

3. Computer Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.

4. Organizational Skills: Strong organizational and time-management skills to handle multiple tasks effectively.

5. Communication Skills: Excellent written and verbal communication skills. Attention to detail is crucial.

6. Professionalism: Maintain a professional demeanor and appearance at all times.

7. Adaptability: Ability to adapt to changing priorities and handle unexpected situations.

8. Team Player: Work collaboratively with colleagues and support various departments as needed.

9. Problem Solving: Demonstrate problem-solving abilities and a proactive approach to tasks.