Job description

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our leadership team, assisting in daily office needs and managing our agency’s general administrative activities. Administrative Assistant responsibilities include answering phones, processing mail, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

  • Answer and direct phone calls
  • Organize and schedule zoom meetings
  • Plan meetings and take detailed minutes
  • Write and distribute email, correspondence, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • maintain personnel files and process required clearances for all staff
  • Order office supplies and research new deals and suppliers
  • Maintain contact and donor lists
  • Book travel arrangements
  • provide support for Home Study, Post Adoption, International and other agency services
  • Assist the Executive Director with special projects as needed

Skills

  • Proven experience as an administrative assistant or office admin assistant
  • Knowledge of office management systems and procedures
  • Working knowledge of office equipment, like printers and fax machines
  • Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
  • Excellent time management skills and the ability to prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational skills with the ability to multi-task
  • High School degree; additional qualification as an Administrative assistant or Secretary will be a plus