Administrative Assistant

Administrative Assistant

Purpose: This position will provide administrative and clerical support for the Board of Directors, Division Managers, Managers and key employees. This position will support and sometimes rotate to different areas of the Cooperative in order to learn from and backup each of the Administrative or Executive Assistants as may be required from time to time.

Knowledge, Skills and Abilities:

• Associate's Degree in Business or related field.
• Minimum of four (4) years of previous secretarial/administrative experience.
• Minimum typing speed of 50 wpm.
• Highly proficient in the use of the Microsoft Office Suite to include Word, Excel, PowerPoint, Outlook, etc.
• Proficient in the use of a computer-based Records Management system such as SharePoint.
• Proficient in the use of and ability to enter and retrieve data from Enterprise Software such as SAP.
• Knowledge of clerical and administrative procedures.
• Knowledge of principles and practices of basic office management.
• Strong skills in the following areas:
• Customer service orientation
• Teamwork
• Communication skills, written and verbal
• Planning and organizing
• Prioritizing
• Problem assessment and problem solving
• Information gathering and information monitoring
• Attention to detail and accuracy
• Flexibility
• Adaptability
• Proofreading and editing
• Ability to produce high-quality work in an efficient and timely manner.
• Ability to work without direct supervision.
• Ability to maintain confidentiality in all aspects of the Cooperatives' business.
• Knowledge of operation of standard office equipment.
• Any equivalent combination of related education, training, and/or experience can be substituted for requirements listed above.

Essential and Marginal Functions:

• Prepare and modify documents including correspondence, Board Reports, general reports, memos and emails in accordance with Administrative Guidelines.
• Proofread documents with an emphasis on surface errors, formatting, and consistency with company guidelines.
• Answer, screen and transfer inbound phone calls.
• Schedule and coordinate meetings, appointments and travel arrangements.
• Schedule meeting rooms and arrange for snacks and meals as required.
• Compile Board Reports, Board mailings, and take minutes at Board meetings and/or committee meetings.
• Maintain electronic filing system for your designated area or department.
• Document existing processes and procedures.
• Plan, setup and administer meetings using Zoom, WebEx, Skype, etc.
• Retrieve documents from filing system.
• Handle requests for information and data.
• Resolve administrative problems and inquiries.
• Prepare written response to routine inquiries.
• Prepare agendas and schedules for meetings.
• Record, compile and distribute minutes of meetings.
• Open, sort and distribute incoming mail.
• Maintain office supply inventory.
• Provide occasional coverage for the reception area.
• Coordinate maintenance of office equipment.
• Provide support in the planning and coordination of events, such as the Annual Meeting.
• Provide administrative support to and/or serve committees as assigned.
• Perform specific duties as assigned that are unique to your assigned area or department.