Procurement Administrative Coordinator

Administrative Assistant

Exercises good decision making and independent judgment in relieving the assigned leader of all administrative details, ensuring the most effective use of the leader's attention.

Maintains calendars for those assigned to maximize time efficiency, allow desk time, and schedule appointments with leadership's best interest in mind.

Handles sensitive, proprietary, and/or confidential information, including directing matters/issues/problems to appropriate parties for review and/or response.

Schedules and organizing conference calls and meetings for the leader as needed.

Ensures that materials for meetings are received on a timely basis and are relevant, complete, and accurate.

Preparing presentations, spreadsheets, and reports containing sensitive, proprietary and confidential information.

Exhibits resourcefulness, initiative and the ability to diplomatically yet effectively handle stressful situations including last minute unplanned needs and requirements, significant changes to scheduling or difficult internal or external callers or visitors.

Provides assistance during project planning and implementation.

Leads by example to instill a culture of engagement, accountability, professionalism, and innovation.

Records minutes of meetings, check documents for accuracy and completeness, develop meeting agendas, correspondence, etc.

Organizes files, correspondence and other records. May include devising and improving filing and record-keeping systems and compiling a wide variety of standard and/or special reports.

Assists in preparation of budget and monitor monthly budget variances.

Compile management data and submit access requests for department colleagues.

May also include complex and non-routine assignments requiring independent problem-solving, deviation from standard procedures, and creativity.

Answers telephone in a professional manner, direct calls, take accurate messages.

Safeguards highly confidential information from unauthorized disclosure.

Receive sorts and distributes incoming mail, facsimile, etc. in a timely manner.

Schedules appointments; arrange travel schedule and reservations for department colleagues as needed.

Coordinates meetings, internally and externally; scheduling conference rooms, setting up, arranging for technology needs etc.

Assists managers in the administration and coordination of day-to-day operational projects.

Maintains inventory of supplies regularly to ensure availability of needed supplies. Prepare supply and purchase requisitions as needed. Handle invoices and cost allocation assignments.

Coordinates and schedules equipment repair and maintenance as needed. Liaison for building management including custodial staff to ensure proper cleanliness and sanitation of the premises.

Perform all other miscellaneous responsibilities and duties as assigned or directed.

Associates degree and one year of relevant experience; or an equivalent combination of education and work experience.

Effective written and verbal communication skills.

Demonstrated experience working with management/leadership.

Intermediate knowledge of Microsoft Office applications, including but not limited to Excel, Word, PowerPoint, and Outlook