Job Details

Job Overview

We are seeking a detail-oriented and organized Temporary Administrative Assistant to join our team. The successful candidate will be responsible for handling a variety of administrative tasks, including tracking paperwork, coordinating office supplies, filing, and providing general clerical support to ensure efficient office operations. This is a long-term temporary position; however, we expect that the selected candidate will work around 30-40 hours per week. Additionally, the position will serve as a backup to the Executive Assistant, offering support during absences or high-volume periods.

Key Responsibilities:

• Track paperwork to ensure all documentation is completed, filed, and accessible for ongoing projects and departmental needs.
• Perform clerical duties such as data entry, photocopying, scanning, and faxing documents.
• Coordinate office supplies, including tracking inventory, and ensuring that items are purchased.
• Organize and maintain filing systems both in physical and digital formats, ensuring accurate and up-to-date record-keeping.
• Assist in preparing reports, forms, and correspondence as needed by the office team.
• Answer phone calls and direct inquiries to the appropriate team members.
• Manage mail by sorting and distributing incoming mail, as well as preparing outgoing mail and packages.
• Assist with scheduling and calendar management, including organizing meetings and booking conference rooms.
• Provide support as a backup to the Executive Assistant, including managing executive calendars, preparing meeting materials, and assisting with special projects when necessary.
• Support additional administrative tasks and provide general office support as needed.

Qualifications:

• High School Diploma or equivalent required; Associate degree in business administration or related field is preferred.
• 1-2 years of clerical or administrative experience in an office environment.
• Comfortable with general office equipment (printers, copiers, scanners, etc.)
• Strong organizational skills with a keen attention to detail.
• Excellent communication skills, both written and verbal.
• Ability to multitask and prioritize work in a fast-paced environment.
• Must be self-motivated and able to work independently as well as part of a team.
• Experience working with or supporting executive-level staff is a plus.

Work Environment:

• This is a long-term temporary position based in an office setting with standard business hours.
• Minimal physical effort is required, but candidates should be comfortable with occasional lifting of light office materials (up to 20lbs.)