Administrative Assistant

• Provides administrative support for the Donor Services department, handling both routine and complex administrative functions.
• Prepares and distributes reports, correspondence, and other departmental documentation.
• Assists in the coordination and administration of projects, programs, and business processes to support departmental goals and operational efficiency.
• Manages and coordinates schedules, meetings, and activities for departmental programs, services, and key stakeholders.
• Ensures effective communication, organization, and follow-through on assigned initiatives and administrative tasks.
• Prepare and maintain memos, records, reports, data or correspondence for staff signature.
• Review correspondence for consistency with corporate policies and practices.
• May assist in the development of presentations.
• Perform general administrative duties such as maintaining and collecting data, coordinating the provision of organizational services (i.e. purchasing, supplies, catering, copying/printing), coordinating unit mail and communication flow, assisting in expenditure tracking and budget preparation.
• Screen telephone and office callers and resolve routine inquiries.
• Answer routine requests and direct others to supervisor, appropriate staff member or another office.
• Schedule and maintain calendar of appointments, meetings, events, program initiatives and travel itineraries.
• May relieve other administrative staff in the unit during temporary absences.
• Provide support, development and/or leadership guidance to all volunteers.

Administrative Assistant III

• Respond promptly to customer inquiries and complaints fully and with a resolution
• Partner with other members of management to set up and maintain customer and vendor accounts
• Assist with the entire new hire process with dedicated Recruiter and Onboarding Team in HR
• Manage local A/P process by creating purchase orders, reviewing local A/P invoices, and communicating with local vendors and Corporate Accounting
• Manage local A/R process by ensuring all customers are invoiced timely and accurately
• Ensure adherence to all company policies, safety rules and regulations
• Complete daily, weekly and monthly operations reporting including payroll, production reporting, and shipping and receiving
• Perform general clerical duties including mail sorting and processing, answering phones, maintaining company bulletin boards, and dispatching drivers
• Order and maintain office supplies, personal protective equipment (PPE), and first aid inventory
• Facilitate operational requirements by scheduling and completing administrative projects as needed

Office Manager

• Responsible for all office duties including record keeping and office organization
• Act as a liaison between customers, employees, and contractors
• Collect and review employee payroll data for processing
• Track incoming and outgoing inventory with extreme accuracy
• Consistently check emails and maintain regular communication with corporate headquarters
• Create, manage, and disburse reports
• Handle a range of administrative functions including phone calls, faxes, emails, document filing, and data entry

• Handle incoming communications (email, phone, and messages) and respond or route as appropriate
• Prepare and format documents, correspondence, and reports
• Maintain organized records, files, and documentation
• Assist with meeting coordination, including scheduling, agenda, and notes
• Support basic data entry and administrative tracking tasks
• Coordinate with internal team members as needed to ensure smooth communication
• Coordinate employee events, recognition programs, team meetings, and company functions
• Perform general administrative duties to support daily business operations

Part-Time Administrative Assistant

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

Office Manager – Executive Assistant

• Oversee day-to-day office activities and administrative support.
• Manage scheduling of appointments, meetings, and events.
• Maintain office condition and order in storage rooms.
• Liaise with facility management vendors.
• Assist with onboarding process for new hires and trainees.
• Plan in-house or off-site activities like parties and celebrations.
• Provide general IT support and serve as the wellness ambassador.

Administrative Specialist, Office Manager

• Manages confidential, strategic, and business critical information
• Coordinates meetings and events (onsite and offsite), reserves and prepares facilities, prepares necessary materials and distributes minutes of meetings
• Completes complex projects
• Keeps abreast of all technology used by department and troubleshoots any issues
• Manages leader's email inbox
• Initiates routine and non-routine correspondence and memoranda
• Prepares reports and presentations
• Coordinates details related to business travel
• Completes expense reports
• Schedules and maintains calendar of appointments
• Greets and directs visitors
• Answers and directs incoming calls
• Resolves routine and complex inquiries
• Assists with scanning, copying, faxing, filing, mailings, and other similar tasks
• Receives and distributes mail
• Orders supplies and equipment
• Acts as a resource to associates with less experience
• May provide back up to other Administrative Assistant associates for coverage and/or additional assistance needed

Administrative Assistant jobs in Alabama

See all jobs on JobTailor