Summary

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. Rely on experience and 

judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. 

Typically reports to a manager or head of a unit/department.

Essential Functions

• Cover reception desk and answer and direct phone calls and emails

• Schedules and organizes complex activities such as meetings, travel, conferences and department 

activities for all members of the department.

• Coordinate office procedures and carry out administrative duties such as typing, filing, copying, 

binding, scanning, etc.

•  Produce and designs general correspondences, memos, charts, tables, graphs, business plans, etc.

• Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for 

accuracy and clarity of final copy.

•  Assist in the preparation of regularly scheduled reports

•  Submit and reconcile expense reports

•  Provide information by answering questions and requests

• Works independently and within a team on special nonrecurring and ongoing projects. May act as 

the project coordinator, which may include; planning and coordinating multiple presentations, 

disseminating information, coordinating direct mailings or group emails.

• Prepare and monitor invoices, purchase orders, remittances/wire transfers and checks. Ensures 

timely delivery of checks which includes sending priority mail and overnight delivery options.

• Ensure operation of equipment by completing preventive maintenance requirements; managing 

scheduled maintenance, calling for repairs; maintaining equipment inventories

• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed 

supplies; placing and expediting orders for supplies; verifying receipt of supplies

• Maintain computer and manual filing systems

•  Handle sensitive information in a confidential manner

• Take accurate minutes of meetings