Job Description Administrative Assistant Purpose The by Chaseaker


									                                   Job Description
                                Administrative Assistant

The Administrative Assistant is responsible for a wide variety of administrative duties in
support of the staff and the senior management team. Responsibilities include typical
receptionist duties in addition to more complex functions and services, such as being
involved in the coordination of student services, minute-taking during confidential
meetings, clerical/administrative tasks, and scheduling appointments. The individual
must be able to project a positive and professional company image through in-person and
phone interaction at all times.

Reports To:

Primary Responsibilities
    Provide direct administrative and office management support to key members of
       the management team, as directed by verbal or written instruction;
    Prepare correspondence, reports, and presentations as required;
    Answer telephones and transfer to appropriate staff members;
    Meet and greet clients and visitors;
    Perform general clerical including, but not limited to, photocopying, faxing,
       mailing, and filing;
    Maintain hard copy and electronic filing system.
    Update Filemaker (new students, homestay information, transfers & terminations)
    Update and maintain records management systems;
    Maintain inventory and order office supplies;
    Coordinate office activities; troubleshoot or escalate basic office administration
    Support staff in assigned project based work;
    Assist with the coordination of student services and/or programming;
    Receive incoming mail; review, evaluate, and distribute correspondence requiring
       priority attention of senior management;
    Present a positive and professional image to all visitors, students, agents,
       suppliers, inquiries, and other interactions.

Knowledge, Skills, Abilities
    Knowledge and ability to independently use basic software applications, including
      word processing, spreadsheets, e-mail clients, and presentation software;
    Experience using Filemaker or other similar filing management system;

                              Original Version: August 2009
                              Amended Version: __________
      Basic reading, writing, and arithmetic skills required;
      Knowledge of Microsoft Office and telephone protocols. Ability to demonstrate
       professional verbal and written communication skills and the ability to type 50
      Skilled at multi-tasking and setting priorities;
      Ability to develop constructive and cooperative working relationships with others
       and maintain them over time;
      Ability to be flexible and take on additional duties as may be deemed necessary
       from time to time;
      Ability to communicate information and ideas so others will understand.

    Post-secondary education in related field or an acceptable combination of related
       training and administrative experience;
    2-3 years of direct work experience in an administrative capacity;
    Able to write and format moderately complex correspondence, including memos,
       letters, etc.;
    Hands-on experience with software applications, including word processing,
       spreadsheets, e-mail clients, and presentation software;
    Excellent writing skills, including proper spelling, grammar, and punctuation
    Superior time management skills, multitasking skills, and the ability to prioritize
       tasks with minimal supervision;
    High level of sound and independent judgment, reasoning, and discretion;
    Ability to interpret and implement company policies and procedures;
    Professional, responsive, and positive work attitude is essential;
    Resourcefulness and flexibility;
    Knowledge of supplies, equipment, and/or services ordering, as well as inventory
       control of these items;
    Able to maintain filing systems and basic databases;
    Superior telephone manners and strong interpersonal skills
    Strong customer service orientation.

We, the undersigned, hereby agree to the content of this job description, which was
reviewed by all parties and may be reviewed and/or revised as appropriate to meet
organizational needs.

Signature of Incumbent       ________________________ Date __________________
Signature of Supervisor      ________________________ Date __________________
Signature of Management      ________________________ Date __________________

                             Original Version: August 2009
                             Amended Version: __________

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