Administrative Assistant - Intermediate(Onsite) JP864

The Administrative Assistant is responsible for providing comprehensive administrative and clerical support to the Executive Director, Branch Administrator, managers, and staff. This role ensures smooth daily operations by managing office needs, coordinating communications, maintaining organized records, and supporting a wide range of branch activities. The Administrative Assistant is a key point of contact for internal and external stakeholders and contributes to an efficient, well‑functioning workplace.
Duties will include the following but are not limited to:

Administrative & Clerical Support
Perform a variety of administrative and clerical tasks to support day to day branch operations.
Proofread, format, and prepare Word documents to ensure accuracy and professional presentation.
Create correspondence, memos, templates, and other documents as required.
Answer and triage emails, ensuring timely and professional responses.
Copy, scan, file, and organize both physical and digital records in accordance with records management standards.
Track documents, files, and information using Excel and other digital tools.
Order, maintain, and organize office supplies and materials.

Support to Executive Director & Branch Administrator
Assist the Executive Director and Branch Administrator with daily administrative needs and task coordination.
Manage the Executive Directors calendar, schedule meetings, coordinate appointments, and ensure all materials are prepared in advance.
Collect and distribute packages, mail, and internal documents throughout the office.
Support leadership with document preparation, follow up tasks, and information requests.

Meetings, Events & Coordination
Organize branch events, team functions, and internal activities.
Coordinate and book meeting rooms, ensure required materials and technology are prepared, and manage logistics.
Attend meetings as required and take accurate, detailed meeting minutes.
Track action items and follow up to support workflow continuity.