Overview

We are seeking a dynamic and highly organized Administrative Assistant to join our team! This vital role offers an exciting opportunity to support daily office operations, streamline administrative processes, and enhance overall productivity. As an energetic and proactive member of our organization, you will be the first point of contact for visitors and callers, manage essential clerical tasks, and assist with a variety of office procedures and management duties. Your expertise in office software, excellent communication skills, and ability to multitask will contribute significantly to our team’s success. This paid position is ideal for someone eager to grow their administrative career in a fast-paced environment.

Duties

• Manage multi-line phone systems with professionalism, ensuring clear communication and efficient call handling;
• Regularly assist receptionist in greeting visitors at the front desk, providing outstanding customer service and directing them appropriately;
• Perform data entry tasks accurately using productivity software such as Microsoft Office and immigration-related software;
• Maintain organized filing systems, both digitally and physically, to ensure quick retrieval of documents;
• Assist with calendar management and scheduling appointments for staff or executives;
• Support bookkeeping activities using QuickBooks or similar accounting software to track expenses and invoices;
• Provide general office management support including supply ordering, mail distribution, and maintaining office equipment;
• Offer customer support by addressing inquiries promptly via phone or email while demonstrating excellent phone etiquette; and
• Support medical or dental receptionist duties if applicable, including patient check-in/out and appointment scheduling.

Experience

• Proven clerical experience in an office environment with a strong emphasis on administrative support functions
• Demonstrated proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and immigration-related software
• Experience managing multi-line phone systems and providing exceptional customer service
• Familiarity with QuickBooks or other bookkeeping software is preferred but willing to train
• Bilingual abilities are required, especially in serving diverse client bases effectively
• Strong organizational skills with the ability to prioritize tasks efficiently in a fast-paced setting
• Technical proficiency in computer literacy, data entry, proofreading, and calendar management is essential
• Previous experience as a front desk receptionist or legal receptionist is highly desirable
• Personal assistant experience or office management background will be considered an asset
• MUST be bilingual in English/Spanish

Join us as an Administrative Assistant and become an integral part of a vibrant team dedicated to operational excellence! Your enthusiasm for organization combined with your technical skills will help us create a welcoming environment while ensuring smooth daily operations. We value proactive individuals who thrive on multitasking and delivering exceptional support across all facets of our office.

Pay: $18.00 - $21.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Retirement plan

Work Location: In person