About this role
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Baker's Bay Golf & Ocean Club is seeking an Administrative Assistant for the Executive Office Department.
The Administrative Assistant provides administrative support to ensure the efficient operation of the Mediclinic. Supports the operation through a variety of tasks related to information management, data management, organization, and communication. Responsible for confidential and time-sensitive material. Implements and utilizes a variety of administrative concepts, practices, and procedures. Completes all duties accurately, with high quality and in a timely manner.Responsibilities:
• Answers and directs phone calls promptly • Organizes and schedules appointments and meetings • Completes administrative duties such as filing, typing, copying, binding, scanning, etc. • Completes data entry • Handles sensitive information in a confidential manner • Maintains contact lists • Produces and distributes correspondence memos, letters, [faxes], and forms • Assists in the preparation of regularly scheduled reports • Develops and maintains an electronic and manual filing system • Books travel arrangements • Submits and reconciles expense reports and prepares and processes invoices • Provides service and general support to members, staff and visitors to the Clinic • Greets and assists visitors to the office • Provide polite and professional communication • Research and create presentations • Takes accurate minutes of meetings • Coordinates office procedures • Replies to email, telephone, or face-to-face inquiries • Develop and updates administrative systems to make them more efficient • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques • Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies • Maintain up-to-date employee holiday records • Implement clerical duties and administrative processes
Qualification & Skills Required:
• AI knowledgeable, ideally experience with Claude • Proven administrative assistant experience • Knowledge of office management systems and procedures • Excellent time management skills and ability to multi-task and prioritize work • Attention to detail and problem-solving skills • Excellent written and verbal communication skills • Strong organizational and planning skills • Presents a professional image and appearance • Proficiency in MS Office • 3-5 years of experience in the field or in a related area • High school diploma; college degree preferred • Strong organization and time management • Excellent attention to detail • Exceptional follow-through and task tracking • Strong written communication and proofreading • Proficiency in Outlook, Word, Excel, PowerPoint and Teams • Ability to manage calendars, meetings, travel and logistics • Comfortable compiling data and maintaining trackers/reports • Strong file and document management skills • Proactive, resourceful and able to work independently • Professional judgment, discretion and confidentiality • Comfortable working with executives and multiple departments • Tech-savvy and able to learn new systems quickly • Ability to work independently.