Administrative Assistant

in Professional Services Contract

Job Detail

  • Experience Level Mid Level
  • Degree Type Bachelor of Arts (BA)
  • Employment Temporary
  • Working Type On Site
  • Job Reference 0000008826
  • Salary Type Hourly
  • Selling Points

    Swift hiring process without lengthy waiting periods, Opportunity to grow within the company!

Job Description

Title: Administrative Assistant

Key Responsibilities:

  • Welcome visitors and manage the reception area with professionalism.
  • Handle all incoming and outgoing correspondence, including mail, packages, and faxes.
  • Manage the distribution of checks, including scanning and forwarding to the processing team.
  • Oversee the supply inventory and handle the procurement and distribution of office, cleaning, and kitchen supplies.
  • Ensure the upkeep and maintenance of office equipment and facilities.
  • Organize and prepare conference rooms and meeting spaces.
  • Conduct light maintenance duties and coordinate with the property management as necessary.
  • Manage the archiving and retrieval of client files in compliance with firm policies.
  • Assist with administrative documentation for staff and clients, including ID badges and access cards.
  • Digitize and distribute documents electronically to the appropriate parties.
  • Support management with internal administrative duties, including time and expense reports.
  • Ensure proper handling and confidentiality of sensitive documents.
  • Assist in preparing and sending client engagements and tax returns.
  • Provide support for ad-hoc projects and perform additional coordinator duties as needed.

Basic Qualifications:

  • Education: Minimum of a High School Diploma or equivalent. A Bachelor’s degree is advantageous.
  • Experience: At least three years of administrative experience, preferably within a professional services environment.
  • Technical Skills: Proficiency in Microsoft Office Suite is essential. Experience with PeopleSoft Financials is desirable.

Other Skills & Abilities:

  • Excellent multitasking skills to handle multiple assignments and deadlines.
  • Strong communication skills, both written and verbal, with meticulous attention to grammar and punctuation.
  • Exceptional organizational and detail-oriented skills.
  • Proven ability to handle confidential information with discretion.
  • Effective interpersonal skills to interact with various levels of management and external clients.
  • A proactive approach to improving existing processes and workflows.
  • Team-oriented mindset with a strong capacity for independent judgment and decision-making.
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