Administrative Office Assistant

Overview

The Administrative Office Assistant serves as a primary communication hub for the office and ensures timely, clear, and professional information flow.

• Answering incoming phone calls, transferring calls, and taking accurate messages
• Managing general office email inboxes and routing messages appropriately
• Drafting and sending internal and external correspondence as needed
• Communicating important staff updates such as holidays, office closures, late arrivals, schedule changes, and urgent notices
• Greeting guests warmly and professionally, ensuring they feel welcomed and valued
• Maintaining a calm, helpful, and solution-oriented communication style at all times

This role helps keep the office organized, on time, and prepared by managing schedules and supporting meeting logistics.

• Scheduling appointments, meetings, and events
• Managing shared calendars and updating them accurately
• Coordinating staff meetings and preparing meeting agendas when requested
• Ensuring meeting spaces are reserved and ready
• Confirming attendees and sending reminders
• Helping staff stay aware of upcoming meetings, deadlines, and commitments

The Administrative Office Assistant ensures documents and digital systems are accurate, organized, and presentation-ready.

• Preparing, editing, proofreading, printing, stapling, and assembling documents
• Creating and updating spreadsheets, reports, presentations, and forms
• Organizing digital and physical filing systems
• Maintaining databases and shared drives
• Assisting with mailers by preparing materials, organizing documents, and coordinating timelines
• Ensuring documents are professional, complete, and ready before deadlines

This role helps create a well-run, welcoming, and high-excellence office environment.

• Ordering and maintaining office supplies and inventory
• Managing incoming and outgoing mail
• Coordinating with vendors as needed
• Ensuring meeting rooms are clean, organized, and fully prepared
• Setting up meetings with a “5-star hospitality” mindset, including:
  • Snacks and drinks prepared and set out
  • Materials placed neatly on tables
  • Technology tested and ready
  • Zoom meetings set up, tested, and running on time
• Helping ensure the office environment reflects excellence, order, and warmth

The Administrative Office Assistant exists to serve staff so they can focus on their primary responsibilities.

• Supporting staff with administrative and clerical needs
• Assisting with project tracking and data entry
• Performing basic bookkeeping tasks when needed
• Helping staff prepare for meetings, presentations, and events
• Anticipating needs and proactively addressing details before they become issues
• Ensuring staff have what they need to be on time, prepared, and confident