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Title

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Administrative Assistant

Description

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We are looking for a dedicated Administrative Assistant to join our team. The ideal candidate will be responsible for managing and distributing information within the office, which includes answering phones, taking memos, and maintaining files. They will also be in charge of sending and receiving correspondence, as well as greeting clients and customers. The Administrative Assistant will have to manage office supplies inventory and place orders when necessary. They will also have to update office policies and ensure they are followed. The ideal candidate will have excellent written and verbal communication skills, and be able to organize their work using tools like MS Office 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.

Responsibilities

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  • Answer and direct phone calls
  • Organize and schedule appointments
  • Plan meetings and take detailed minutes
  • Write and distribute email, correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Update and maintain office policies and procedures

Requirements

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  • Proven experience as an administrative assistant, virtual 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

Potential interview questions

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  • How do you handle pressure?
  • How do you stay organized?
  • What computer skills do you have and what programs are you comfortable using?
  • Describe your experience with administrative tasks.
  • How do you handle sensitive information?