Administrative Assistant

About the Role

Protouch Staffing is seeking an organized, dependable, and detail-oriented Administrative Assistant to provide general clerical, office administration, and executive administrative support.

Key Responsibilities

• Provide administrative and clerical support to management, executives, and office staff.
• Greet visitors, answer incoming calls, respond to inquiries, and direct individuals to the appropriate departments.
• Schedule and coordinate appointments, meetings, and executive calendars.
• Prepare meeting agendas, take accurate minutes, and distribute meeting materials.
• Maintain and organize client files, administrative records, policies, contracts, and other confidential documents.
• Enter, update, retrieve, and maintain information in computer systems and electronic databases.
• Prepare reports, spreadsheets, correspondence, memos, and other administrative documents.
• Assist with client intake paperwork, documentation, and record processing.
• Receive payments, issue receipts, reconcile cash receipts, and assist with bank deposits when required.
• Process incoming and outgoing mail, purchase requisitions, supply orders, and other office documentation.
• Assist with board meetings, committee meetings, training materials, grant applications, and special projects.
• Support event planning, fundraising activities, and social media or other communication activities as assigned.
• Maintain confidentiality of client information and comply with applicable privacy regulations, including HIPAA where applicable.
• Assist with breathalyzer and urinalysis testing and maintain accurate testing records when assigned to the applicable office.
• Ensure office records and documentation are accurate, complete, organized, and easily accessible.
• Perform other related administrative duties as assigned.

Requirements & Tech Stack

• Proficiency in Microsoft Office, including Word and Excel.

Qualifications

• High school diploma or GED.
• At least 6 months of clerical, administrative, or general office support experience.
• Three years of executive-level administrative experience preferred, particularly for positions supporting senior management.
• Vocational or business school training in office management, secretarial science, or a related field is preferred.
• Strong written and verbal communication skills.
• Ability to prepare reports, spreadsheets, correspondence, and meeting minutes.
• Strong organizational skills and attention to detail.
• Ability to manage multiple responsibilities, prioritize tasks, and meet deadlines.
• Ability to maintain confidentiality and handle sensitive records appropriately.
• Professional demeanor and the ability to interact effectively with employees, clients, visitors, and external stakeholders.