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Better Business Staffing LLC., dba BBS.

Administrative Assistant Job Description

Duties and Responsibilities

Administrative assistants lighten the load for those they report to by doing many tasks that might otherwise bog their supervisors down. As each executive may have varying needs, the expectations for administrative assistants can vary from one job to the next. "A consistent, stable, and long-term work history as an Administrative Assistant is a definite requirement for this position. If you do not have relevant experience, please do not apply."

An administrative assistant may be required to do any of the following:

Schedule appointments and maintain calendars.

Schedule and coordinate meetings

Prepare communications emails, and other correspondence.

Write and edit communications, from letters to reports and instructional documents.

Skills and Qualifications

Administrative assistants display varied skills and qualifications. They operate in the background, supporting administrators so they can succeed in their specific roles at the company. A few specific skills that an administrative assistant should possess include:

Decision-making: administrative assistants need to make independent decisions daily, addressing the best way to handle specific tasks.

Communications and collaboration: An administrative assistant must collaborate with other administrators and support personnel, management, and clients on a regular basis.

Organizational skills: The ability to maintain order helps ensure executives don’t miss appointments or deadlines.

Writing: Their emails, letters, documents, and social media posts reflect upon their employers, so they need to know how to write professionally, using proper spelling and grammar.

Administrative Assistant Job Responsibilities:

Provides administrative support to ensure efficient operation of the office.

Answers phone calls, schedules meetings and supports visitors.

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

Completes operational requirements by scheduling and assigning administrative projects and expediting work results.

Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.

Exhibits polite and professional communication via phone, e-mail, and mail.

Supports team by performing tasks related to organization and strong communication.

Develops administrative staff by providing information, educational opportunities, and experiential growth opportunities.

Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.

Provides information by answering questions and requests.

Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.

Contributes to team effort by accomplishing related results as needed.

Reporting Skills.

Administrative Writing Skills.

Microsoft Office Skills.

Managing Processes.

Organization.

Analyzing Information.

Professionalism.

Problem Solving.

Supply Management.

Inventory Control.

Verbal Communication.

Education and Experience Requirements

High school diploma or equivalent education required.

3 years of administrative assistant experience

Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, Microsoft PowerPoint, and Adobe Acrobat

Valid driver’s license and current automobile insurance

Must have reliable transportation as the Metro Transportation System does not apply.

Must be a US Citizen.

Monday through Friday, 9:00 am to 3:00 pm, 30 hours per week.

It is crucial to maintain a good rapport with the staff, particularly with the Branch Manager. If it becomes evident that the fit is not conducive personality-wise, your placement within the team may be reconsidered.

Must be able to pass Background and Drug Screening tests.

Must have presentable and neat appearance.

Must have entrepreneurial attitude.

Prefer Bilingual speakers, not a must but preferred.

Must be a team player.

The pay Rate is $17.50 per hour.

Must have excellent customer service skills.

Must dress professionally and display a professional attitude.

German Speaking Candidates a big plus OR…

Bilingual person English/Spanish or English/German that would be IDEAL, but their primary language must be good, proper English.