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Administrative Assistant

Ferretti Search

Administrative Assistant

The Administrative Assistant will be responsible for providing day-to-day administrative support to ensure efficient office operations. This role will manage scheduling, coordinate meetings, handle correspondence, and maintain organized records and documentation. In addition, this position will support cross-functional teams by assisting with projects, preparing reports, and facilitating communication across the organization.

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
Vacancy posted 3 days ago
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