Administrative Support Professional

Job Description
Job Description Job Summary: This position provides high level administrative support to the HR department and office management, ensuring the efficient day-to-day operation of the department and office, and supporting the work of management and other staff. Plans and coordinates scheduling for events and meetings. Drafts correspondence, creates memos and reports, maintains files, and works on special projects as assigned. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Must have a high level of interpersonal skills to handle sensitive and confidential information or situations, complex activities and import corporate information.
Essential Duties and Responsibilities:
50% Performs administrative and office support activities for department or work unit(s):
Plans and coordinates both internal and external meeting/event and arrangements
Composes and prepares confidential correspondence, reports, presentations, budgeting and creates and maintains database and spreadsheet files, billing and other complex documents
Coordinates and distributes departmental mail
Answers and directs phone calls. Screens incoming calls and correspondence and responds independently when possible
Coordinates business travel arrangements as needed
Administrative support and meeting coordination
Organizes and maintains file system and files correspondence and other records
Communicates with co-workers, management, clients and others in a courteous and professional manner.
~ Office management

Qualifications
High school diploma required. Bachelor degree, certification or advanced training preferred.
Minimum two to four years in an administrative support role
Extensive skills required with a strong need for expertise in MS Office Suite as well as internet research abilities.
Must have high level of interpersonal skills to handle sensitive and confidential information/situations. The position continually requires demonstrated poise, tact and diplomacy.
Basic analytical ability, in order to gather data and summarize for reports; find solutions to administrative problems and prioritize work.
Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Ability to communicate effectively both verbally and in writing with all levels of the organization as well as with outside customers and vendors.
Ability to operate standard office equipment including, but not limited to computers, copiers, scanners, etc.
Ability to assess the urgency and importance of a situation and take appropriate action.
Effective communication skills – listening, writing and facilitation.
Excellent organizational skills and the ability to handle multiple tasks effectively.
Must be able to occasionally lift up to 10 pounds.