Administrative Assistant

Under the supervision of the Operational Director, the Administrative Assistant will provide administrative support to ensure efficient operation of the office. This position will support managers and employees through a variety of tasks related to organization and communication. This role will also be responsible for confidential and time sensitive material and must be familiar with a variety of the field's concepts, practices and procedures.

Key Responsibilities

• 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.

• Rely on experience and judgment to plan and accomplish goals. Answer and direct phone calls

• Organize and schedule meetings and appointments

• Maintain contact lists

• Produce and distribute correspondence memos, letters, faxes and forms and also writes letters and emails on behalf of management

• Generate reports and assists in the preparation of regularly scheduled reports

• Greet and assist visitors to the office and provide general support to visitors

• Provide information by answering questions and requests

• Take dictation and also takes accurate minutes of meetings

• Research and create presentations

• Handle multiple projects

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques

• Handles staff inquiries/requests (IT/Telecommunications/Electronics/Office Equipment)

• 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

• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.

• Organize travel arrangements for managers and staff

• Book conference calls, rooms, taxis, couriers, hotels etc.

• Maintain computer and manual filing systems

• Handle sensitive information in a confidential manner

• Coordinate and comply with office procedures

• Reply to email, telephone or face to face enquiries

• Develop and update administrative systems to make them more efficient

• Resolve administrative problems

• Receive/send, sort and distribute the mail/packages

• Answer telephone calls and pass them on

• Photocopy and print out documents on behalf of other colleagues

• Plans and coordinates events/activities

Required Skills/Abilities

• Proven admin or assistant experience

• Knowledge of office management systems and procedures

• Excellent time management skills and ability to multitask 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 3 years of experience in the field or in a related area

• High school diploma or equivalent; college degree preferred

Physical Requirements

• Prolonged periods of sitting at a desk.

• Must be able to lift up to 15 pounds at times.

EEOC

AHRC is an Equal Employment Opportunity. We will not discriminate against race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any factors prohibited by applicable law.