Administrative Assistant

Administrative Assistant

The Administrative Assistant provides professional administrative support to ensure efficient operations across the business. This role is responsible for coordinating office activities, managing data entry and records, supporting contract administration processes, and assisting staff with day-to-day operational needs. The Administrative Assistant acts as a key point of contact for internal teams and external partners, contributing to organizational effectiveness and overall business success.

GENERAL FUNCTION: Under the general direction of the hiring manager, provides secretarial and administrative support. Receives visitors to the site. NATURE AND SCOPE: 1. The incumbent performs secretarial and administrative assistant duties for the site. This activity includes typing, sending and receiving all Telex/Fax communications, keeping appointments, handling telephone calls and in supervisors absence handles all communications with customers and distributors and assures that all information is forwarded in a proper and most efficient manner. Due to the size of the Division, the incumbent will be required to perform under diverse demanding conditions requiring sound judgment, the ability to set priorities and maintain composure while responding to various international customer needs. The incumbent is required to, work alone and/or without direct supervision approximately 80% of the time. One aspect of this job is the communication with international customers, which takes place in the form of phone communication and very often in the form of personal contact where the incumbent will be required to receive foreign visitors to our company. This demands exceptional poise, tact and a sensitivity to foreign cultures. 2. Communications: This critical functional responsibility involves the complete coordination and/or execution of all incoming and outgoing Fax, telephone, and mail messages and correspondence in a prompt, efficient, and cost effective manner. Good reasoning must be exercised in order to receive and appropriately disseminate information on a timely basis. As Receptionist, all visitors to the site are received, screened and directed to the appropriate parties from this location. This includes both vendors, Moog customers and visitors wishing to see site personnel. A "Visitors Register" and Log of all personnel gaining entrance to the facility must be maintained as a condition of our Security Clearance. General housekeeping of the lobby is also a requirement of this position. 3. Through a combination of good memory and systematic note processing system the Administrative Assistant should act as an efficient communication and information center. REQUIREMENTS FOR THIS POSITION 1. General: The requirements for this position are above average typing skills and a well-developed sense of organization in the performance of the functions described above. Absence of supervisory personnel will demand a level of initiative and self efficiency, along with an acute sense of urgency and objective orientation. The incumbent will also be required to come frequently into contact with other managers, and officers which will require poise, tact and self-confidence. The incumbent should be very competent in the use of all office and communications equipment such as: typewriters, word processing, duplicating machines, calculators, Fax and telephone. Ideally, the incumbent should also be familiar with basic data processing concepts. 2. Education: High school business course graduate. 3. Experience: Minimum 4 years of a secretarial nature. ACCOUNTABILITIES: 1. Provides assistance to site managers on request. 2. Types general correspondence on request. 3. Receives, screens and directs/escorts visitors to the appropriate people at site. Maintains lobby with regard to housekeeping. Maintains Visitors Registers.