Full job description

Overview
We are seeking a dedicated and highly organized Secretary Assistant to support our administrative team in maintaining efficient office operations. The ideal candidate will possess strong clerical skills, excellent communication abilities, and a proactive approach to managing daily tasks. This role offers an opportunity to contribute to a professional environment where attention to detail and customer service are paramount. The Secretary Assistant will serve as a key point of contact for internal and external stakeholders, ensuring smooth workflow and effective office management.

Duties

• Manage front desk responsibilities, greeting visitors and directing calls with professionalism and courtesy.
• Operate multi-line phone systems, screening calls, taking messages, and transferring inquiries efficiently.
• Perform data entry and maintain accurate filing systems, both electronically using Google Workspace and physically.
• Support calendar management by scheduling appointments, meetings, and coordinating events for staff members.
• Assist with bookkeeping tasks using QuickBooks, including invoicing, expense tracking, and financial record keeping.
• Provide customer support by addressing inquiries promptly and ensuring excellent service standards are upheld.
• Handle clerical duties such as proofreading documents, preparing correspondence, and managing office supplies inventory.
• Maintain a clean, organized front desk area while demonstrating professional phone etiquette at all times.
• Support office management activities by coordinating internal communications and assisting with special projects as needed.

Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) applications for document creation and collaboration.
• Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment.
• Excellent verbal and written communication skills; bilingual abilities are highly desirable for diverse client interactions.
• Demonstrated experience in office management, including calendar coordination and administrative support roles.
• Knowledge of clerical procedures such as filing, data entry, proofreading, and record keeping.
• Familiarity with multi-line phone systems and phone etiquette to handle inquiries professionally.
• Experience in customer service roles within medical or dental reception settings is advantageous but not required.
• Competence in bookkeeping software like QuickBooks for basic financial tasks such as invoicing and expense management.
• Strong computer literacy with the ability to adapt quickly to new software tools; proficiency in typing is essential.
• Personal assistant experience or background in medical or dental receptionist roles will be considered a plus for this position. Join our team as a Secretary Assistant to help create an organized, welcoming environment that supports our operational excellence!