Corporate Administrative Assistant

Under the direct supervision of the assigned VP/Corporate Director, this position provides administrative support. In addition to typing, filing and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

• Manage assigned calendars and independently schedule appointments as appropriate.
• Answer and screen all incoming calls and correspondence and responds independently when possible.
• Organize programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget.
• Act as custodian of department documents and records.
• Compose and prepare confidential correspondence, reports and other complex documents.
• Maintain total discretion in conversations both at work and outside of workplace so as not to release confidential information.
• Participate in Corporation and/or departmental quality assessments and continuous quality improvement opportunities, goal setting, collection and evaluation of data, implementation of action plans, or related applications.
• Oversee and assume responsibility for coordinating miscellaneous projects at the request of the assigned executive.
• Prepare expense reports, check requests and payroll reporting forms.
• The confidentiality of all corporate, employee, and member information is maintained with no exceptions.
• Tactfully handle difficult situations; all contacts are handled professionally and courteously. No exceptions.
• Arrange complex and detailed travel plans and itineraries; compile documents for travel-related meetings.
• Take and transcribe dictation, and compose and prepare confidential correspondence, reports, and other complex documents.
• Create and maintain database and spreadsheet files as assigned.

• High School Diploma
• Minimum one year of clerical experience, which includes the use of Microsoft Office Suite

• Two years of department specific experience