Administrative Assistant II

Administrative Assistant II

The Administrative Assistant II supports various cross-functional areas like administration, operations support, reception, and facilities. This position is expected to operate with supervision from a manager. As directed, this position will require you to support other departments to fulfill the immediate requirements of the firm.

Essential Duties and Responsibilities

Administration, Support & Office Operations:

• Oversee filing, data storage, and records management, ensuring compliance with internal policies.
• Implement and maintain information systems to enhance documentation practices.
• Assist in coordinating office supply ordering and inventory management, ensuring sufficient stock levels.
• Contribute to executing daily operational tasks that align with firm objectives.
• Support the development of processes to improve office workflows and productivity.

Reception & Facilities:

• Provide a warm welcome to clients and visitors, ensuring a positive first impression.
• Answer and manage phone calls, directing inquiries to the appropriate teams and taking messages as necessary.
• Coordinate meeting room schedules and setups, including audiovisual equipment and refreshments.
• Assist with facilities-related tasks, such as reporting maintenance issues and ensuring compliance with safety protocols.

Data and Information Management:

• Maintain data storage systems and ensure accurate and secure record-keeping.
• Perform data entry for various operational reports and documents.
• Assist in ensuring compliance with data protection regulations and internal policies.
• Input and maintain client and vendor contracts in the database, ensuring accuracy and compliance.

This job has no supervisory responsibilities.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Communications – Exhibits effective listening and comprehension skills. Expresses ideas and thoughts in written form. Expresses ideas and thoughts verbally. Keeps others adequately informed. Selects and uses appropriate communication methods.

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively in group situations; works actively to resolve conflicts.

Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Dependability - Follows instructions, responds to management direction; takes responsibility/accountability for own actions; keeps commitments; commits to long hours of work when necessary to reach goals.; completes tasks on time or notifies appropriate person with an alternate plan

Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.

Organizational Support – Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; supports affirmative action and respects diversity.

Use of Technology - Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Highly organized with great attention to detail. Able to prioritize and manage time effectively. Strong communication and people skills. Must be comfortable in a fast paced, highly interactive environment. Required to effectively collaborate with internal and external departments.

Education and/or Experience:

Associates degree in business or related field

3 or more years of experience in a related field. Or an equivalent combination of education and experience.

Proficient with multiple software systems

Proficient in MS Word, Excel, and PowerPoint

Language Skills

Must be able to read, write, speak, and understand the English language Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills

Strong computer skills including MS Office, Word, Excel, Outlook and proficient in Adobe Suite software, adaptable to new technologies etc. a must.

Certificates, Licenses, Registrations

Valid Driver's License and possess reliable transportation.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 50pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Work Environment

Due to the collaborative nature of this role, it is important that this team member's regular working schedule aligns with the company's and fall within 8AM-5:30PM. There may be times where tasks fall on nights/ weekends.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position will work in a typical office environment, mostly located indoor with windows. The office contains office equipment resulting in equipment noise. This position will be working in a shared office space with other colleagues and may experience frequent interruptions, conversations, or other background noise.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.