Administrative Assistant

Administrative Assistant

Payrate: $18.00 - $20.00/hr.

Responsibilities:

• Prepares or otherwise processes correspondence.
• May compose letters and memoranda from transcription, corrected copy, handwritten or marginal notes, verbal instruction, or as routine procedure.
• Proofs and as necessary edits legal, financial, technical or other business related information. - Handles all confidential information with discretion.
• Receives and relays phone calls, takes messages, greets and directs visitors, and responds to inquiries or routine requests.
• Opens, evaluates and sorts mail for importance, urgency and distribution. - Handles employee and/or high-level customer problems by investigating complaints and follows up to assure clarification and customer satisfaction; handles with discretion.
• Utilizes software (excel, PowerPoint) to create slides, spreadsheets, visuals, charts, graphs, etc. for meetings and presentations.
• Supplies audio-visual equipment and transparencies for meetings.
• Schedules and maintains the assigned staff member(s) calendars of meetings, conferences, appointments, ensuring that business time is organized efficiently.
• Provides timely reminders of commitments and supplies necessary meeting data.
• Makes arrangements for on and off-site meetings, prepares and distributes agenda, issues invitations, orders refreshments and assembles pertinent documents, brochures, reports, files, records, etc.
• As instructed, prepares travel arrangements and accommodations for the executives, divisional personnel and consultants.
• As necessary, contacts staff on important matters while in travel status.
• Submits mileage and travel expense reports, verifies accuracy of reports and monitors for unusual expenses, fluctuations, etc.
• Establishes and maintains files and as assigned will purge obsolete materials and prepare for storage.
• Maintains inventories of supplies and materials and reorder as necessary.

Qualifications:

• High School diploma is required, supplemented by additional training in stenography and office procedures. Associate's degree in secretarial science preferred.
• Provides administrative support for up to three managers or directors, a large group of exempt professional staff or an Executive Administrative Assistant. (1-3 years)
• Some analytical and administrative judgement required.
• Should possess excellent organizational and communications skills and be able to plan and prioritize assignments.
• Must be able to retain composure under pressure and handle confidential information with discretion.
• Must perform most job tasks independently with some decision-making authority.
• Must have considerable attention to detail.
• Must be able to work smoothly with a variety of personalities; peers, superiors, Board of Directors, executives and staff.
• Must have demonstrated proficiency with current office software products which include Lotus Notes, Microsoft Office Products (Word, Excel and PowerPoint).

The typical base pay for this role across the U.S. is: $18.00 - $20.00 /hr. Non-exempt positions are eligible for overtime at a rate of 1.5 times the base hourly rate for all hours worked in excess of 40 in a work week, or as required by state or local law. Final offer amounts, within the base pay set forth above, are determined by factors including your relevant skills, education and experience. Full-time employees are eligible to select from different benefits packages. Packages may include medical, dental, and vision benefits, health savings accounts with qualified medical plan enrollment, 10 paid days off, 3 days paid bereavement leave, 401(k) plan participation with employer match, life and disability insurance, commuter benefits, dependent care flexible spending account, accident insurance, critical illness insurance, hospital indemnity insurance, accommodations and reimbursement for work travel, and discretionary performance or recognition bonus. Sick leave and mobile phone reimbursement provided based on state or local law.