Administrative Assistant Job at ROCS Grad Staffing in Rockville

Job Overview:

The Administrative Assistant will provide a wide variety of administrative and office support activities for the department or organization. This role is responsible for managing office functions, coordinating schedules, handling communications, organizing meetings, and maintaining accurate records.

Key Responsibilities:

General Administrative Support:

• Answer and direct phone calls, emails, and other inquiries.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Maintain office filing systems (both physical and digital), ensuring accuracy and easy retrieval.
• Prepare and process documents, reports, and presentations.
• Handle incoming and outgoing correspondence, including mail, packages, and emails.
• Ensure that the office is organized, clean, and well-stocked with supplies.
• Monitor office equipment, including copiers, printers, and computers, and arrange for repairs or service as needed.
• Manage office inventory and order supplies when necessary.
• Organize and manage calendars for managers, executives, or department heads.
• Schedule meetings, appointments, and conferences, ensuring proper logistics (room bookings, catering, tech equipment).
• Coordinate travel arrangements, including flight bookings, accommodations, and itineraries.
• Create and maintain accurate records, filing systems, and databases.
• Prepare and edit communications, such as memos, reports, or presentations.
• Process and track invoices, expenses, and receipts.
• Greet visitors, clients, and guests professionally.
• Assist with client inquiries, both in-person and over the phone.
• Handle confidential information with discretion and professionalism.

Skills and Qualifications:

• Education: High school diploma or equivalent; additional certification or associate's degree in office administration or related field preferred.
• Experience: Proven experience in an administrative role, preferably in a similar industry.
• Technical Skills: Proficiency in MS Office (Word, Excel, PowerPoint, Outlook), and familiarity with office management software or tools (e.g., Google Suite, project management tools).
• Communication: Strong written and verbal communication skills.
• Organizational Skills: Ability to manage multiple tasks and priorities, excellent time management.
• Attention to Detail: Accuracy in data entry, record-keeping, and handling correspondence.
• Interpersonal Skills: Professional demeanor and ability to interact with diverse teams, clients, and visitors.
• Problem-Solving: Ability to identify issues and find efficient solutions.