Administrative Assistant II

Role Description

The Administrative Assistant II provides intermediate-level administrative support to ensure the efficient operation of the department. This role involves managing communications, preparing complex documents, coordinating travel and expenses, and supporting departmental projects. The ideal candidate is proactive, detail-oriented, and capable of working independently while maintaining a high level of professionalism.

• Advanced Administrative Support:
  • Prepare, edit, and finalize complex documents, including reports, presentations, proposals, and correspondence, using Microsoft Office software.
  • Draft and proofread correspondence, ensuring accuracy, professionalism, and adherence to company standards.
  • Manage and maintain department files and records, ensuring proper organization and compliance with retention policies.
  • Assist in creating and maintaining templates, forms, and other standardized documents for department use.
• Communication and Coordination:
  • Receive, screen, and prioritize telephone calls and emails for the manager and department personnel, responding to inquiries or redirecting as appropriate.
  • Act as a liaison between the department and internal/external stakeholders, ensuring effective communication and follow-up.
  • Schedule and coordinate meetings, including preparing agendas, taking meeting minutes, and distributing follow-up action items.
• Travel and Expense Management:
  • Arrange complex travel itineraries, including transportation, accommodations, and meeting schedules, ensuring alignment with company policies.
  • Prepare and reconcile expense reports, ensuring accuracy and timely submission to accounting.
• Project and Workflow Support:
  • Assist with department projects by tracking deadlines, organizing materials, and coordinating with team members to ensure timely completion.
  • Monitor and order office supplies, ensuring the department is adequately stocked and within budget.
  • Support the onboarding of new team members by preparing materials and coordinating initial training schedules.
• Additional Responsibilities:
  • Provide backup support to other administrative staff as needed.
  • Perform additional responsibilities or tasks as assigned by the manager to support department goals.

Qualifications

• High school diploma or equivalent; some college coursework preferred.
• 2+ years of experience in an administrative or clerical support role.
• Proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills, with the ability to handle multiple priorities.
• Excellent verbal and written communication skills.
• Ability to work independently and exercise sound judgment in decision-making.

Requirements

• Familiarity with project management tools or software.
• Experience coordinating travel arrangements and preparing expense reports.
• Strong interpersonal skills and the ability to build relationships with internal and external stakeholders.
• Knowledge of office procedures and familiarity with departmental workflows.

Benefits

• Competitive salary and benefits package.
• Although our work at CTC is extremely important, we also recognize the need for our employees to maintain a proper mix of work and personal life.
• Exceptional career growth, cutting edge technology, educational opportunities, and recognition for quality work.