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Administrative Assistant

Job Number: 360937

Category: Administrative

Description: Job Title: Administrative Assistant

Zip Code: 45040

Duration: 13+ months

Pay Rate: $10.45 - $28.63/hr.

Keyword's: #MASONjobs; #AdministrativeAssistantjobs;

Start Date: Immediate

JOB DESCRIPTION:

• Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office.

• Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time-sensitive material. Familiar with a variety of the field's concepts, practices, and procedures.

• Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.

• Answer and direct phone calls, Organize and schedule meetings and appointments, Maintain contact lists. Produce and distribute correspondence memos, letters, faxes, and forms. Assist in the preparation of regularly scheduled reports.

• Develop and maintain a filing system. Order office supplies. Book travel arrangements. Submit and reconcile expense reports. Provide general support to visitors. Provide information by answering questions and requests. Take dictation. Research and create important presentations and develop processes. Generate reports. Handle multiple projects. Prepare and monitor invoices.

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

• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

TECHNICAL SKILLS

We are seeking a proactive and detail-oriented Administrative Assistant to support our senior leadership team.

This role is critical in ensuring efficient calendar management, email oversight, meeting scheduling, travel coordination, and procurement processes.

The ideal candidate will demonstrate exceptional organizational skills, a strong sense of ownership, and the ability to work autonomously in a fast-paced environment.

Key Responsibilities:

• Calendar Management: Manage and coordinate calendars for various senior leaders, ensuring optimal scheduling of meetings and appointments. Prioritize scheduling requests and communicate effectively with stakeholders to resolve conflicts.

• Email Management: Monitor, organize, and sometimes respond to emails on behalf of senior leaders, ensuring timely follow-up on important communications. Draft and prepare correspondence as needed.

• Meeting Scheduling: Schedule and coordinate meetings invites. Facilitate virtual and in-person meeting logistics, ensuring all necessary technology and resources are available.

• Travel Coordination: Arrange travel itineraries, including flights, accommodations, and transportation for senior leaders. Ensure travel arrangements comply with company policies and are cost-effective.

• Purchase Order Creation: Create and manage purchase orders for team members, ensuring compliance with budgeting and procurement procedures. Maintain accurate records of purchases and expenditures.

Qualifications:

• Education: High school diploma or equivalent; associate"s or bachelor"s degree preferred.

• Experience: Previous administrative assistant experience preferred, ideally supporting senior leadership.

• Familiarity with calendar management, meeting coordination, and travel arrangements.

• Technical Skills: Proficiency in Microsoft Outlook and Microsoft Teams.

• Experience with Coupa or similar procurement software is preferred.

• Behavioral Characteristics: Learning Agility: Ability to quickly learn new processes, systems, and tools to enhance job performance.

• Sense of Ownership: Demonstrates accountability and takes initiative in completing tasks and projects.

• Autonomy: Able to work independently, managing time effectively and prioritizing tasks in a dynamic environment.

Belcan is an equal opportunity employer. Your application and candidacy will not be considered based on race, colour, sex, religion, creed, sexual orientation, gender identity, national origin, disability, genetic information, pregnancy, veteran status or any other characteristic protected by federal, state or local laws.

Minimum Experience (yrs):

Required Education: High School Diploma

Benefits:

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