Job Details

Description

• Administrative Assistance
  Exercises good decision-making and independent judgment in relieving the assigned leader of all administrative detail, ensuring the most effective use of the leader's attention and focus by:
• Maintaining calendars for those assigned to maximize time efficiency, allow desk time, and schedule appointments with leadership's best interest in mind.
• Handling sensitive, proprietary, and/or confidential information, including directing matters/issues/problems to appropriate parties for review and/or response.
• Scheduling and organizing conference calls and meetings for the leader as needed.
• Ensuring 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.
• Exhibiting resourcefulness, initiative, and the ability to diplomatically yet effectively handle stressful situations, including last-minute unplanned needs, significant scheduling changes, or difficult internal/external callers or visitors.
• Providing assistance during project planning and implementation.
• Leading by example to instill a culture of engagement, accountability, professionalism, and innovation.

• Office Coordination
  Record minutes of meetings, check documents for accuracy and completeness, develop meeting agendas, correspondence, etc.
• Organize 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.
• Assist 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.
• Answer telephone in a professional manner, direct calls, and take accurate messages.
• Safeguard highly confidential information from unauthorized disclosure.
• Receive, sort, and distribute incoming mail, facsimile, etc., in a timely manner.
• Schedule appointments; arrange travel schedules and reservations for department colleagues as needed.
• Coordinate meetings, internally and externally; schedule conference rooms, set up, and arrange for technology needs.
• Assist managers in the administration and coordination of day-to-day operational projects.
• Maintain inventory of supplies regularly to ensure availability; prepare supply and purchase requisitions as needed; handle invoices and cost allocation assignments.
• Coordinate and schedule equipment repairs and maintenance; liaise with building management and custodial staff to ensure proper cleanliness and sanitation of the premises.

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

#LI-Hybrid

• Qualifications
• Associates degree or two years 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.