Administrative Assistant

Job Description

Job Title: Administrative Assistant

Location: Buffalo,NY

Position Type: Full-time

About Us:
Welcome to Vasco Staffing, where we believe in accelerating our clients towards new heights while forging paths to streamline productivity. Our mission is to connect organizations with unparalleled, reliable, and talented professionals, ensuring a fulfilling and reliable experience for all.

Job Description:
We are seeking a detail-oriented and organized administrative assistant to join our team. As an administrative assistant, you will play a crucial role in supporting our day-to-day operations and ensuring efficient office management. You will provide administrative support to various departments, assist with clerical tasks, and help facilitate smooth communication within the organization.

Responsibilities:

1. Office Management:
   • Greet visitors and direct them to the appropriate person or department.
   • Answer phone calls, take messages, and respond to inquiries in a professional manner.
   • Maintain cleanliness and organization of the reception area and common spaces.
   • Monitor and order office supplies as needed.
2. Administrative Support:
   • Assist with scheduling appointments, meetings, and conference calls.
   • Prepare and distribute correspondence, memos, and other documents.
   • Handle incoming and outgoing mail and packages.
   • Update and maintain filing systems, databases, and records.
3. Data Entry and Documentation:
   • Enter data accurately into spreadsheets, databases, and other software applications.
   • Prepare and format reports, presentations, and other documents as requested.
   • Proofread documents for errors and ensure accuracy and completeness.
4. Meeting Coordination:
   • Coordinate meeting logistics including scheduling, room setup, and catering arrangements.
   • Prepare agendas, presentations, and other materials for meetings.
   • Take meeting minutes and distribute them to participants as needed.
5. Travel Arrangements:
   • Assist with booking travel arrangements for staff members including flights, accommodations, and transportation.
   • Prepare travel itineraries and ensure all necessary documentation is in order.

Qualifications:

• High school diploma or equivalent; associate’s or bachelor’s degree preferred.
• Prior experience in an administrative role preferred but not required.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Excellent communication and interpersonal skills.
• Strong organizational skills and attention to detail.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Professional demeanor and positive attitude.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Benefits:

1. Health Insurance: Comprehensive medical, dental, and vision coverage for employees and their dependents.
2. Retirement Plans: Employer-sponsored retirement plans such as 401(k) or pension plans, often with employer matching contributions.
3. Paid Time Off (PTO): Allowance of paid vacation days, sick leave, and holidays.
4. Life Insurance: Coverage that provides financial protection to the employee’s beneficiaries in the event of death.
5. Disability Insurance: Short-term and long-term disability coverage to replace a portion of income if the employee becomes unable to work due to illness or injury.
6. Flexible Spending Accounts (FSAs) or Health Savings Accounts (HSAs): Pre-tax accounts that employees can use to pay for qualified medical expenses, dependent care, or save for future healthcare costs.
7. Employee Assistance Program (EAP): Confidential counseling, support services, and resources to help employees manage personal and work-related challenges.
8. Professional Development: Opportunities for career advancement, training, tuition reimbursement, and skill development.
9. Wellness Programs: Initiatives promoting employee health and well-being, such as gym memberships, wellness incentives, and health screenings.

If you are a motivated and proactive individual with strong administrative skills, we encourage you to apply for this position. Join our team and become part of a supportive and collaborative work environment dedicated to achieving our organizational goals.

Vasco Staffing is an equal opportunity employer and does not discriminate on the basis of race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. We are committed to diversity, equity, and inclusion and welcome all qualified applicants to apply.