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
*
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)
APPLY NOW
Leave a Reply