Administrative Assistant

Administrative Assistant

Provides administrative support in a variety of functions to an executive, team, department or another group in an organization. Collects, reviews and analyzes complex and/or confidential information and creates reports, charts, budgets, and other presentation materials. Responds to or routes priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the executive. Schedules and coordinates meetings, travel, and other group activities. May plan and schedule work and direct other staff to deliver support. Has advanced word processing, spreadsheet, database, graphics software, and analytical skills. Has gained full proficiency in a broad range of activities related to the job.

Compiles and formats information as requested, prepares reports, memos, letters, background papers and other documentation as required; uses word processing applications, and monitors peripheral equipment for proper operation.

Schedules meetings and changes appointments as warranted or requested.

Performs routine administrative and facilities support activities.

Tracks completion of tasks assigned to team members to ensure timely and accurate submission.

Takes ownership of team data to keep a clean record of employee and contractor contact information and team makeup.

Ability to combine, organize, and clean data in Excel.

Strong communication skills.

Exceptional writing skills.

Compose communications to teams of software developers, managers, and contractors.

Attend meetings and take notes on task assignments, summarize meetings.

Manage team task board, adding lanes and assigning tasks as needed.

Serve as Audit coordinator, ensuring audits are assigned to the correct parties and following up with auditors and subject matter experts on timeline for completion.

Manage cube assignments, equipment orders, supply orders for in person staff.

Submit service requests for facility issues.

Collect e-documents and digital signatures, archive employee e-documents.

Exercises discretion in handling a variety of confidential and sensitive issues and assignments; and in providing information or making referrals.

Preferred:

Ability to pivot data in Excel.

Ability to use task automation tools.

Basic Power Apps skills.