Administrative Assistant

Administrative Assistant

The Administrative Assistant role will be responsible for coordinating, managing, and supporting day-to-day administrative functions to ensure efficient office operations. In addition, this role will partner with highly skilled professionals across the business to organize schedules, prepare documents, facilitate communication, and support cross-functional projects. This candidate will be highly organized, detail-oriented, and passionate about providing exceptional administrative support. In addition, the person in this role will have the mentality to think like a business owner and take a proactive yet collaborative approach to accomplishing organizational goals. This position reports directly to a department manager or senior leadership.

Key Duties and Responsibilities:

• Performs administrative support work in support of departmental functions;
• Provides lead direction, training, and review of assigned office support staff work;
• Receives and screens visitors and telephone calls providing information which regularly requires the use of judgment and the interpretation of policies and procedures;
• Conducts routine research, compiles data, and performs routine statistical analysis;
• Sorts and distributes mail received by administrative staff;
• Types drafts and a wide variety of finished documents from longhand notes, brief instructions, or printed materials using a personal computer system and word processing software;
• Initiates specified correspondence independently for signature by appropriate management staff;
• Reviews finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage;
• Organizes and maintains various administrative, reference, and follow-up files
• Organizes meetings by notifying participants, making room arrangements, and preparing required informational materials;
• Prepares minutes or summaries of activities of commission and board meetings;
• May perform budget maintenance and assist division head or higher level management staff in budget preparation;
• Relieves managers and supervisors of certain administrative matters by following up on projects, transmitting information, keeping informed of pertinent activities, making appointments, and maintaining a calendar;
• Organizes own work, sets priorities, and meets critical deadlines; ensures that such deadlines are met by other staff;
• May provide relief back-up support for clerical staff as required; and
• Performs other related duties as assigned.

Requirements:

• Demonstrates excellent accuracy, attention to detail and proofing skills
• Effectively maintains confidentiality of sensitive information.
• Efficiently plans and organizes job responsibilities, striving to make the best use of time
• Interacts with clients in a manner that promotes a positive professional image. Develops and maintains effective working relationships.
• Advanced knowledge and proficiency in use of Microsoft Office programs (Outlook, Word, Excel, and PowerPoint) required.
• Self-directed, assertive and creative in problem-solving and systems planning.
• Able to work in an environment with tight time demands and frequent interruptions while maintaining tact, diplomacy and poise.
• Able to work effectively and collaboratively with a wide variety of internal and external customers.
• Demonstrated ability to manage and prioritize multiple tasks, meet deadlines
• Able to analyze, plan, organize and direct varied administrative functions independently