Note: The job is a remote job and is open to candidates in USA. Encore Talent Solutions is a trusted professional services firm dedicated to helping organizations achieve their goals by providing exceptional talent solutions. We are seeking an Administrative Assistant to provide comprehensive administrative and operational support to management and departmental teams, ensuring daily business activities are organized and efficient.
Responsibilities
- Provide administrative support to management and departmental teams
- Coordinate calendars, schedule meetings, reserve conference rooms, and manage meeting logistics
- Assist with departmental budgets, expense reporting, and financial tracking activities
- Coordinate travel arrangements, itineraries, and travel-related requests for team members
- Process timesheets, expense reports, and other administrative documentation
- Support employee onboarding, staff changes, and organizational updates
- Manage departmental correspondence, communications, and document distribution
- Maintain electronic and physical filing systems, records, and business documentation
- Utilize business systems, ERP platforms, spreadsheets, word processing applications, and other software to support daily operations
- Prepare reports, presentations, and other business documents as requested
- Prioritize multiple administrative requests while maintaining accuracy, confidentiality, and attention to detail
- Exercise sound judgment when making decisions within the scope of assigned responsibilities
Skills
- High school diploma or equivalent required; post-secondary education preferred
- 6+ years of administrative, executive support, or office coordination experience
- Proficiency with: Microsoft Word, Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, ERP systems, Office productivity software
- Experience supporting managers, departments, or cross-functional teams
- Strong organizational, planning, and time management skills
- Excellent written, verbal, and interpersonal communication abilities
- Strong attention to detail and commitment to accuracy
- Ability to prioritize multiple assignments and meet deadlines in a fast-paced environment
- Demonstrated ability to work independently while supporting team objectives
- Strong customer service and problem-solving skills
- Associate's degree or additional post-secondary education in Business Administration, Office Management, or a related field
- Experience supporting budgets, expense management, and financial administration
- Experience working with enterprise business systems and ERP platforms
- Experience coordinating executive calendars, travel, and departmental operations
- Familiarity with document management systems and electronic records management
- Experience supporting corporate, utility, engineering, or professional services organizations
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