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Administrative Assistant
in Professional Services ContractJob Detail
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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