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Title
Text copied to clipboard!Program Assistant
Description
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We are looking for a dedicated and detail-oriented Program Assistant to join our team. The ideal candidate will be responsible for providing administrative support to ensure efficient operation of the program. You will support managers and employees through a variety of tasks related to organization and communication. The Program Assistant will be responsible for confidential and time-sensitive material and will be familiar with a variety of the field's concepts, practices, and procedures. The ability to effectively communicate via phone and email ensuring that all Program Assistant duties are completed accurately and delivered with high quality and in a timely manner is essential. You may direct and lead the work of others. A wide degree of creativity and latitude is expected. The successful candidate will be able to work independently with little or no supervision. This role requires someone who is highly organized, has excellent time management skills, and is able to prioritize tasks in a fast-paced environment. The Program Assistant will also be responsible for coordinating meetings, preparing reports, and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools like MS Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry, we’d like to meet you.
Responsibilities
Text copied to clipboard!- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Order office supplies and research new deals and suppliers
- Maintain contact lists
- Book travel arrangements
- Submit and reconcile expense reports
- Provide general support to visitors
- Act as the point of contact for internal and external clients
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
- Organize and schedule appointments
- Plan meetings and take detailed minutes
- Write and distribute email, correspondence memos, letters, faxes, and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Update and maintain office policies and procedures
- Order office supplies and research new deals and suppliers
- Maintain contact lists
- Book travel arrangements
- Submit and reconcile expense reports
- Provide general support to visitors
Requirements
Text copied to clipboard!- Proven experience as an administrative assistant or office admin assistant
- Knowledge of office management systems and procedures
- Working knowledge of office equipment, like printers and fax machines
- Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
- Excellent time management skills and the ability to prioritize work
- Attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational skills with the ability to multi-task
- High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
- Ability to work independently with little or no supervision
- Familiarity with office gadgets and applications (e.g., e-calendars and copy machines)
- Discretion and confidentiality
- Customer service orientation
- Ability to handle multiple tasks and meet deadlines
- Strong interpersonal skills
- Ability to work in a team environment
- Flexibility and adaptability
- Professional appearance and demeanor
- Ability to handle sensitive information with discretion
- Strong problem-solving skills
Potential interview questions
Text copied to clipboard!- Can you describe your previous experience as an administrative assistant?
- How do you prioritize your tasks when you have multiple deadlines?
- Can you provide an example of a time when you had to handle a difficult situation at work?
- How do you ensure confidentiality and discretion in your work?
- What office management systems and procedures are you familiar with?
- How do you handle stress and pressure in a fast-paced environment?
- Can you describe a time when you had to work independently with little supervision?
- How do you stay organized and ensure that your work is accurate?
- What tools and software do you use to manage your tasks and schedule?
- How do you handle communication with internal and external clients?
- Can you provide an example of a successful project you managed?
- How do you handle changes in priorities or unexpected tasks?
- What strategies do you use to maintain a high level of customer service?
- How do you handle confidential and sensitive information?
- Can you describe a time when you had to coordinate a meeting or event?
- How do you ensure that your reports and documents are error-free?
- What steps do you take to stay updated with office policies and procedures?
- How do you handle feedback and criticism?
- Can you describe a time when you had to work as part of a team?
- What motivates you to perform well in your role?