An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
The role of an Administrative Assistant is critical to the smooth operation of our organization and requires a high degree of professionalism, efficiency, and attention to detail. Below is a detailed description of the job duties associated with this position.
Primary Responsibilities :
1. Office Management Manage daily office operations, including organizing and maintaining office supplies, equipment, and inventory. Schedule and oversee routine office tasks such as cleaning, filing, and archiving documents. Proficiency with CINC Software and software updates 2. Communication Answer and direct phone calls, emails, and other forms of communication in a timely and professional manner. Serve as the first point of contact for visitors, clients, and vendors, providing assistance and information as needed. 3. Scheduling and Coordination Manage and maintain executive schedules, including arranging meetings, appointments, and travel itineraries. Coordinate and prepare for meetings, conferences, and events, including booking venues, arranging catering, and preparing materials. Maintain and update contact lists, calendars, and project timelines to ensure efficient workflow. 4. Record Keeping Maintain accurate and organized records of company documents, contracts, and otherimportant files. Assist in the preparation and filing of legal and regulatory documents as required. Ensure confidentiality and security of sensitive information and adhere to data protection policies. Meeting Minutes Update Association websites with required documents, information and update calendars 5. Financial Assistance Assist with basic bookkeeping tasks, including processing invoices, expense reports, and purchase orders. 6. Support to Other Departments Assist with the onboarding process for new employees and communities, including preparing orientation materials and coordinating training sessions. Participate in cross-functional projects and initiatives to support organizational goals. Maintain Architectural Improvement applications, correspondence, approvals and denials. When required, do on-site Deed Restriction Violation Drive Throughs Required Skills and Qualifications High school diploma or equivalent; associate's or bachelor's degree preferred. Proven experience as an administrative assistant or in a similar role. Excellent written and verbal communication skills. Strong organizational and time-management skills, with the ability to prioritize tasks effectively. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications. Attention to detail and accuracy in all aspects of work. Ability to work independently and as part of a team. Professional demeanor and strong interpersonal skills. Discretion and confidentiality in handling sensitive information. Additional Information As an Administrative Assistant at Athena Management Services, you will play a vital role in supporting our team and ensuring the efficient operation of our office. We value your contributions and are committed to providing opportunities for professional growth and development.
