Under immediate supervision, performs varied routine and confidential secretarial and administrative support activities to department/division management.
Performs general secretarial and administrative support duties which include, but not limited to; preparing general correspondence, reports, spreadsheets and presentations, coordinating travel and accommodations, coordinating/scheduling meetings and conference calls, and preparing and submitting PTO variance time sheets and other department human resources paperwork.
Performs general administrative support duties which include, but not limited to; opening and distributing mail, preparing outgoing mail, filing and file maintenance, handling incoming calls and making outgoing calls, planning department staff events, and e-mailing, copying, faxing and scanning. May process and file invoices from consultants and vendors
Performs department records management duties (electronic and paper), including organizing, retrieval, archiving and storage. Updates and maintains marketing and communications materials and templates on internal SharePoint site.
May maintain Communications project status report on SharePoint
May train to provide imaging back-up to other Administrative Assistants.
Greets visitors and escorts them to appropriate office.
Handles department office equipment and furniture maintenance calls and orders office supplies.
Provides support on special projects, as needed.
Maintains regular and predictable attendance.
Performs other duties as assigned.
Job Requirements :
High school diploma, GED or equivalent experience 2-5 years secretary and administrative experience
Basic Word, Excel and PowerPoint skills
Basic math skills
Ability to be flexible when needed, take initiative, and demonstrate accountability.
Basic oral and written communication skills demonstrating ability to share and impart knowledge.
Basic level of investigative, analytical and problem solving skills
Ability to quickly adapt to new methods, work under tight deadlines and stressful conditions.
Ability to set goals, multitask and prioritize workload.
Ability to work well within a team environment.
Ability to maintain a high level of confidentiality
Ability to work independently
Associate’s Degree; Secretarial/Office Practice Program/Business School Courses