Administrative Assistant (1893)

Administrative Assistant

Provides skilled administrative and analytical assistance, as well as skilled secretarial services, at the Department Head or equivalent level.

Scope

This position provides administrative and secretarial support to a department head or equivalent level of Management. The position may also support multiple members of high-level staff groups that require administrative and analytical support. The incumbent works with minimal supervision and is expected to exercise independent judgment and initiative to achieve objectives. The nature of this function is highly sensitive in that it encompasses certain confidential information.

Principal Duties

• Performs skilled and confidential administrative functions requiring a strong working knowledge of ASBCO's policies, financial and budgeting practices, corporate information systems, and departmental procedures.
• Prepares regular and ad hoc reports as requested by the assigned work director that require the selection, accumulation, and compilation of data, records and other information from multiple sources. Reviews a wide variety of reports for accuracy and proper format. Assures corrections are implemented.
• Prepares and edits presentations in PowerPoint.
• Uses SAP or vendor systems to input or retrieve data for regular reporting or for specific Management requests. Maintains a strong working knowledge of SAP Financial, Contracting, or other modules to assist with invoice processing and contract administration.
• Develops and maintains hard copy and electronic filing systems, in accordance with company retention policies, to organize data and records and assure accurate, timely retrieval.
• Relieves the Managing Director and other professional personnel of administrative duties and maintains status of various projects, special assignments and overall objectives in support of the administration of the benefit plans.
• Provides secretarial and other support services, including timekeeping, scheduling meetings, maintaining appointment calendars, inventorying and ordering office supplies, coordinating events and catering, processing expense reports, and answering phones and emails, as directed.
• Performs other related duties as assigned.

As Event Planner

• Develops most appropriate sources for the meeting site and amenities. Personally reviews and evaluates locations, venues, services, and goods to assure highest quality for best price, appropriateness, and adherence to management requirements.
• Plans, coordinates, and personally follows-up on the logistics and details of the amenities, such as gifts for attendees, printing, and information provided to attendees.
• Prepares, or checks the meeting site in advance of the meeting, resolves last-minute problems, tests required audio-visual equipment, and inventories required materials and supplies.
• Follows up on operational details throughout and after the meeting, resolving problems, to assure a smooth-running, professional, high-quality meeting for the attendees.
• Maintains accurate records and accounting of meeting expenses.
• Reconciles all billings to ensure accuracy and that the goods and services were requested and received.
• Manage air & ground travel arrangements and parking and facility access for guests and VIP participants as required.
• Performs other related duties as required.

Minimum Requirements

• High school diploma or GED equivalent. Business school or post-high school education preferred. CPS designation ideal, but not required.
• Five years (5) of progressively more responsible experience in administrative assistant or high-level secretarial functions. Proficient in all MS Office applications.
• Must be able to communicate and comprehend accurately, clearly and concisely in English at a level required to perform the job as outlined.
• Must have excellent word processing skills. Must be knowledgeable and have hands-on experience using Microsoft Excel, Access and PowerPoint. Must possess tact, discretion and good judgment. Must possess good work habits, a strong work ethic, and be able to adhere to company work hours, policies, and standard business etiquette.

No third-party candidates accepted; temporary position anticipated to last approximately one year.