Corp Admin Assistant Apply
Position Description :
Advance knowledge of Microsoft office - including outlook, word, excel and PowerPoint. (Test should be conducted by agency prior to submitted and included in submission to be considered for position)
As an Administrative Assistant, you will be responsible for perform a wide variety of varied, complex, sensitive, highly responsible, and confidential administrative, secretarial and advanced clerical functions in support of assigned department employees. You will have the opportunity to maintain strong interpersonal relationships with employees at all levels of the organization.
In this role you will be responsible for the below activities:
Maintain individual team member calendars ensuring the calendars are up-to-date, contain the pertinent information and proactively resolves scheduling conflicts.
Coordinate schedules, prioritize functions and appointments, and makes certain that deadlines are met and other duties are carried out seamlessly.
Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Schedule and organize complex activities, such as meetings, travel, training sessions and department activities.
Prepare itineraries, agendas, and register staff as needed for meetings and conferences.
Process and submit expense reports for business expenditures.
Copy and assembly of agenda, handouts and presentations.
Maintaining email distribution lists.
Design and maintain spreadsheets and databases specific to the department.
Compiles reports from data and existing records.
Practice and adhere to the “Code of Conduct” philosophy and “Mission and Value Statement”.
Actively support team efforts during special events and annual meetings.
Maintains strict confidentiality.
Keeps the team informed and interacts with other departments as needed.
Maintains desk guidebook including contact information, profiles for department personnel, and frequently requested company information.
Proofreads communication, documents, presentations, and other assigned tasks for spelling, grammar, layout, and uniformity, making appropriate changes prior to distribution. Responsible for accuracy and clarity of final version.
Answer complex functional questions that may require additional research and follow-up.
Uses interpersonal skills and exercises sound judgment in a variety of situations including but not limited to how duties and responsibilities are completed between co-workers, the supervisory chain, members and suppliers.
Ensures operation of office equipment, order maintenance when necessary. Troubleshoots malfunction of office equipment.
Proactively anticipates the needs of the team.
Accurately follows instructions and/or follows established department protocols and procedures.
Power Point presentation development.
Ensures adequacy of office supplies and equipment.
Receive, sort and distribute incoming mail.
Receive and interact with incoming visitors.
Cover the reception desk when required and as needed.
Provides backup support for other Assistants within the department. Proactively schedules time away from the office with consideration for backup support.
Attends the workplace regularly, reports to work punctually and follows a work schedule to keep up with the demands of the workplace.
Qualifications
Qualifications
High School Diploma/GED required; Bachelor’s degree preferred.
3+ years of experience supporting C-Level Executives, preferred; may be substituted with 7+ years of departmental support.
Advanced knowledge in Microsoft Office (Outlook, Word, Excel, and Power Point) required.
Intermediate knowledge of Visio preferred.
Typing proficiency of at least 50-55 words per minute.
Knowledge of Concur expense management system preferred but not required.
