Administrative Assistant

Job Description:

The Administrative Assistant is responsible for providing comprehensive secretarial and administrative support to ensure the efficient operation of office functions and regulatory document management. This position performs complex and confidential administrative assignments, applies advanced computer and process skills, and assists the Business System Administrator with daily activities.

The role also ensures that all physical and digital records are organized, accurate, and compliant with company data management procedures.

Contract role until 6/2026.

Key Responsibilities

Administrative Support

• Perform secretarial and administrative tasks, including typing, proofreading, and preparing formal letters, interoffice correspondence, and miscellaneous documents.
• Compose correspondence and respond to inquiries independently.
• Answer telephone calls and handle information requests professionally and efficiently.
• Set up and maintain department records, databases, and filing systems.
• Arrange travel schedules and reservations.
• Coordinate meetings and office communications.
• Schedule conference rooms, audio/visual equipment, and related materials.
• Monitor the accuracy, completeness, and timeliness of all critical business system transactions.

Records Management

• Collect, prepare, and scan physical documents for digital archiving.
• Index and name scanned files according to company reference and filing standards.
• Upload and organize digital files within the company's document management system.
• Maintain physical filing systems in an orderly and secure manner.
• Conduct regular file audits to ensure accuracy and completeness.
• Ensure confidentiality and compliance with data protection policies.
• Support general administrative tasks such as photocopying, mailing, and data entry as needed.
• Assist in creating and updating filing procedures and reference databases.

Skills & Qualifications

• Strong attention to detail and accuracy.
• Excellent organizational and time management skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and document scanning software.
• Experience with electronic document management systems (e.g., SharePoint) preferred.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Minimum of 1-2 years of administrative or records management experience.

Personal Attributes

• Reliable, self-motivated, and proactive.
• Methodical and process-driven with strong problem-solving skills.
• Team-oriented with a positive, professional attitude.
• Adaptable to changing systems, technologies, and procedures.

$ 18.00/hr

HV23