Administrative Assistant II
Acosta - Buffalo, NY

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100723 - Buffalo, NY

The Administrative Assistant II is responsible for providing clerical support for management in a timely, accurate, efficient and professional manner. Overall, this individual maintains planners; coordinates conference calls and meetings; responds to queries; composes the more routine repetitive correspondence; assists customers and individuals making incoming calls; and provides administrative support to manager(s).

  • Maintains managers' calendars by utilizing electronic scheduling tools and monitoring, coordinating, and reevaluating as necessary.

  • Schedules appointments, gives information to callers, and coordinates meetings.

  • Conserves managers; time by reading, researching, and routing correspondence and composing letters and documents.

  • Composes and types routine correspondence, files correspondence and other records.

  • Provides administrative support to managers by preparing and editing communications, making travel arrangements, coordinating meetings, disseminating information to staff and principals, and assisting in presentation preparation.

  • Provides office coverage by assisting in administrative duties such as replenishing supplies, mailroom and phone coverage.

  • Maintains a friendly and professional environment by greeting and assisting visitors, vendors, principals and/or customers.

  • Assists with developing presentations by gathering and compiling specific and necessary data.

  • May assist with sales presentations and new principal interviews and business reviews by preparing materials as required.

  • Assists on special projects by performing and coordinating appropriate tasks in a timely manner.

  • Organizes group meetings by scheduling dates, notifying participants, preparing agendas and arranging refreshments.

  • Ensures complete record of meetings by acting as recording assistant.

  • Compiles information by reviewing and disseminating incoming mail, prioritizing and categorizing documents for signature, and maintaining confidential files for document retrieval.

  • Maintains customer confidence and protects operations by keeping proprietary information confidential.

  • Facilitates information flow by serving as liaison between manager and/or clients and/or customers and/or others.

  • Minimum four years of administrative experience, preferably within the Food Industry.

  • Ability to work in a fast paced environment while serving as a liaison to department heads, managers, associates, principals and customers.

  • Accurate typing speed of 60 WPM.

  • Ability to exchange information clearly and concisely.

  • Good verbal and written communication skills.

  • Highly computer literate with a proficiency in computer software to include: MS Windows, spreadsheet (MS Excel), word-processing (MS Word), and graphics (PowerPoint).

  • Ability to prioritize and work on multiple tasks with minimum supervision.

  • Must have strong organizational skills. Mathematical and analytical skills needed.

  • Must possess professional demeanor, be attentive to detail and be accurate in work completion.

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Acosta Sales & Marketing is a leading full-service sales and marketing agency providing outsourced headquarter sales, retail...