Job Title: Administrative Assistant

Location: Remote

Job Description:

We are seeking a highly organized and detail-oriented Administrative Assistant to support our team at WPB HQ. The ideal candidate will excel in multitasking, communication, and problem-solving. In this role, you will manage a variety of administrative tasks to ensure smooth office operations, from scheduling meetings and managing calendars to organizing files and preparing reports. You will work closely with executives and team members, providing essential support to help them achieve their goals and contribute to the company's success.

Responsibilities & Duties:

• Answer Phones and Greet Visitors: Serve as the first point of contact for incoming calls and office visitors, providing a professional and friendly experience.
• Schedule Appointments and Maintain Calendars: Manage and coordinate the schedules of executives and team members, ensuring efficient use of time and resources.
• Organize Meetings: Schedule and coordinate meetings, including preparing agendas, arranging meeting spaces, and organizing catering or other logistical needs.
• Mail and Correspondence Management: Collate and distribute incoming and outgoing mail, and prepare communications such as memos, emails, invoices, reports, and other correspondence.
• Document Preparation: Write, edit, and proofread a variety of communications, including letters, reports, and instructional documents.
• Filing Systems Management: Create and maintain both electronic and physical filing systems to ensure easy access to important documents.
• Accounts and Bookkeeping: Assist with managing accounts, preparing invoices, and performing basic bookkeeping tasks.
• Event Planning: Help plan and coordinate company events, ensuring all details are handled smoothly and efficiently.
• Other Administrative Tasks: Perform additional clerical duties as needed to support the team and maintain office operations.

Qualifications & Skills:

• Education: A high school diploma or GED is required; an associate’s or bachelor’s degree in business administration or a related field is a plus.
• Experience: Previous experience as an administrative assistant or in a related role is preferred, but not required.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment such as printers and fax machines.
• Organizational Skills: Strong organizational abilities with a keen attention to detail.
• Communication Skills: Excellent written and verbal communication skills, with the ability to write professionally and communicate effectively with team members and clients.
• Interpersonal Skills: Ability to collaborate effectively with various stakeholders and maintain a positive, professional demeanor.
• Time Management: Strong time management skills with the ability to prioritize tasks and manage multiple responsibilities simultaneously.
• Problem-Solving Skills: Ability to make independent decisions and solve problems effectively to support office operations.

Certifications:

• Microsoft Office Specialist Certification
• Administrative Assistant Certification (e.g., International Association of Administrative Professionals)
• Basic Bookkeeping Certification

Position Details:

The ideal candidate will have a proven ability to manage administrative tasks efficiently and effectively. Preferred qualifications include experience using office management software, the ability to collaborate effectively with other team members, and a positive attitude with a willingness to learn. This role offers the opportunity to develop your administrative skills in a dynamic and supportive environment.

Key Performance Indicators (KPIs):

• Task Completion: Timely completion of assigned administrative tasks.
• Calendar Management: Efficient management of executive and team calendars, minimizing scheduling conflicts and ensuring optimal use of time.
• Communication Accuracy: High accuracy and professionalism in all written and verbal communications.
• Organizational Efficiency: Effective management of filing systems and office resources.
• Event Coordination: Successful planning and execution of company events with positive feedback from attendees.
• Response Time: Prompt response to phone calls, emails, and other forms of communication.

Key Responsibilities:

• Administrative Support: Provide comprehensive administrative support to the team, helping to streamline office operations and enhance productivity.
• Calendar and Schedule Management: Manage schedules, organize meetings, and coordinate events to ensure efficient use of time and resources.
• Documentation and Filing: Maintain accurate records and filing systems to support easy access to important documents.
• Communication: Assist with communication and correspondence, ensuring all materials are professional and error-free.
• Office Management: Perform a variety of clerical tasks to support the team and contribute to a positive office environment.