Virtual Administrative Assistant 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 duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. 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.

Responsibilities

  • Answer and direct phone calls
  • Organize and schedule meetings and appointment
  • 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 (manual and computer-based)
  • Order office supplies
  • Book travel arrangements
  • Submit and reconcile expense reports
  • Provide information by answering questions and requests
  • Take dictation
  • Research and creates presentations
  • Generate reports
  • Handle multiple projects
  • Prepare and monitor invoices
  • 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
  • May be asked to maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Book conference calls, rooms, taxis, couriers, hotels etc.
  • Take accurate minutes of meetings
  • Develop and update administrative systems to make them more efficient
  • Resolve administrative problems

Requirements:

  • Attention to detail and problem solving skills
  • Excellent time management skills and ability to multi-task and prioritize work
  • Knowledge of office management systems and procedures
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • Ability to work independently
  • At least 5 years of experience in the field or in a related area
  • High school diploma or equivalent; college degree preferred
  • Familiarity with the special needs/ disabilities community
  • Receive, sort and distribute the mail

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Own personal computer and phone

  • Private and secure internet access
  • Proven admin or assistant experience

Administrative Assistant top skills & proficiencies:

  • Administrative Writing Skills
  • Microsoft Office Skills
  • Professionalism
  • Problem Solving
  • Supply Management
  • Inventory Control
  • Verbal Communication
  • Office Administration Procedures
  • Typing Skills
  • Attention to Detail
  • Accuracy
  • Multitask
  • Telephone Skills
  • Teamwork
  • Discretion and Judgment
  • Patience

Job Type: Part-time

Salary: $10.00 to $15.00 /hour

Experience:

  • Time Management: 5 years (Required)
  • Inventory: 2 years (Preferred)
  • Microsoft Office: 5 years (Required)
  • Grant Writing: 2 years (Preferred)
  • Disability Awareness: 2 years (Preferred)
  • Administrative: 5 years (Required)

Education:

  • High school or equivalent (Required)

Location:

  • Tampa, FL (Preferred)

License:

  • Driver’s License (Required)

Language:

  • English (Required)

Work authorization:

  • United States (Required)

Required travel:

  • 25% (Required)

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