Executive Assistant

Fred G. Acosta Job Corps is looking for a Administrative Assistant to the Center Director.

Summary of Duties:

Provide clerical, secretarial, and administrative support as required to the Center Director.

Key Areas of Responsibility:

• Conducts research, prepares statistical reports, handles information requests, and performs clerical functions such as maintaining required documentation, sorting/distributing mail, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May make travel arrangements as necessary.
• Reviews incoming and outgoing correspondence, distributes same, making notes as to action taken and follow up on commitments and assignments. Contact Directors to relay information from the Administrative Office.
• Submits reports in a timely fashion. Maintains Center's library of reports as it relates to DOL and corporate requirements. Ensures that reports and other documents are submitted to DOL and Corporate Office in a timely fashion.
• Maintains reports control log; reminds management staff of pending due dates.
• Maintains significant incident report log; reminds responsible staff of pending due dates.
• Performs various administrative functions to relieve Center Director of details.
• Reviews and may prepare answers to correspondence concerning all aspects of Center Operation.
• As representative of Center Director has direct contact with students, staff, Department of Labor representatives, other government agencies, community organizations, other Centers, officials of HLS and other companies.
• Manages supervisor's calendar and independently schedules appointments.
• Screens incoming calls and correspondence and responds independently when possible.
• Prepares memorandums outlining and explaining administrative procedures and policies to supervisory workers, and monitors compliance.
• Arranges programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Takes and transcribes dictation, and composes and prepares confidential correspondence, reports and other complex documents.
• Arranges complex and detailed travel plans and itineraries, complex documents for travel-related meeting, and accompanies supervisor when requested.
• Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by supervisor.
• Composes and type routine correspondence.
• Organizes and maintains file system and files correspondence and other records.
• Answers and screens supervisor's telephone calls and arranges conferences calls.
• Coordinates supervisor's schedule and makes appointments.
• Research, and compiles and types of statistical reports.
• Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings. Arranges meetings and appointments and keeps Center Director advised of scheduled appointments and commitments.
• Makes copies of correspondence or other printed materials.
• Prepares outgoing mail ad correspondence, including e-mail and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
• Operates office machines such as computer, typewriter, adding, calculating, fax and duplicating machines.
• Ensures timely submission, logging and tracking of all Center contract deliverables, requests, reports and correspondence. Drafts, writes and proofs correspondence. Responsible for the quality of internal/external communications with the Corporate Office, Department of Labor and outside organizations.
• Maintains Job Corps/Company systems and libraries.
• Prepares, coordinates, and distributes Center's weekly newsletter. Works with Center staff to obtain newsletter articles and center highlights. Prepares and distributes meeting minutes.
• Provides administrative support to other departments and provides training to other clerical staff as needed.

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent is required. Advanced degrees preferred.
• A minimum of one years administrative experience required.
• Excellent verbal, written, and interpersonal communication skills.
• Strong proofreading and editing skills.
• Proficiency with Microsoft Office programs, particularly Excel, Word, and Outlook.
• The ability to maintain a high level of confidentiality.

This job description is not intended to be all-inclusive. Therefore, the employee may be requested to perform other reasonable related duties as assigned by the immediate supervisor and other management as required. The company reserves the right to revise or change job duties as business requirements dictate. It is mutually agreed that the job description does not constitute a written or implied contract of employment. It is also understood that the company reserves the right to change work schedules as required, including overtime.

Human Learning Systems, LLC, (HLS) is an Equal Opportunity Employer, and does not discriminate because of race, color, sex, religion, national origin, marital status, disability, veteran's status, or any other basis prohibited by federal, state or local law. HLS also provides reasonable accommodations to qualified individuals with disabilities in accordance with the American with Disabilities Act (ADA) and applicable state and local laws.