Position Purpose:
The Administrative Assistant (Officer Level) will provide administrative support to the Officer and the Officer's team.
They will perform a broad range of administrative duties to support the daily business operation including planning and scheduling meetings, managing customer inquiries, reviewing documents, and planning events.
This role requires the ability to take initiative, analyze many factors and use judgment to make informed decisions.
They must be able to manage access to confidential business, associate, and candidate information.
This role requires excellent communication with all levels of staff whether in person, via email, or over telephone.
Key Responsibilities: Administrative Duties: Manages Officer calendar, processes expenses, handles correspondence, including typing and drafting emails, memos, and presentations.
Compiles information for weekly, monthly, quarterly, and yearly reports.
Manages the department budget.Project Coordination: Attends conference calls and meetings to note action items and creates and manages follow-up with appropriate parties.
Organizes, prioritizes and coordinates multiple internal and external work activities with the ability to meet deadlines.Event Planning: Coordinates and executes internal and external events; including securing locations, handling logistics, meeting set up and catering as needed.Travel Planning: Arranges travel and all accommodations for both domestic and international travel including but not limited to: Passport/visa requirement if necessary, booking flights, hotel, local transportation and provide comprehensive and detailed itineraries.
May on occasion arrange travel for leader's direct reports or internal/external business partners. Direct Manager/Direct Reports: May coordinate and distribute assignments to leader's direct reports and below officer level Administrative Assistants within the departments.Duties are broad in nature and require the exercise of sound judgment related to assignments.Typically has no direct reports. Travel Requirements: Typically requires overnight travel less than 10% of the time. Physical Requirements: Most of the time is spent sitting in a comfortable position and there is frequent opportunity to move about.
On rare occasions there may be a need to move or lift light articles. Working Conditions: Located in a comfortable indoor area.
Any unpleasant conditions would be infrequent and not objectionable. Minimum Qualifications: Must be eighteen years of age or older.Must be legally permitted to work in the United States. Preferred Qualifications: Excel skills: Creates and edits contents of basic documents.
Uses formulas, filters, multiple workbook tabs, etc.Word skills: Develops templates that can connect with other Microsoft Office products (e.g., Excel and Outlook for mail merging), setting up automated content and formatting (e.g., auto-populating index/reference sections).PowerPoint skills: Creates and edits documents and templates.
Uses advanced formatting (image formatting, editing master templates, manipulating smart art, slide transitions, etc.).
Can install macros.Outlook skills: Creates, sets up, and manages email accounts.
Manages advanced calendar features (e.g., setting up permissions, connecting meetings to OneNote).
Develops macros to automate repetitive tasks.Visio skills: Creates and edits documents and templates.
Can use some advanced formatting with minimal assistance.OneNote skills: Creates, manages, edits, and shares documents and templates.
Can use some advanced formatting with minimal assistance. Minimum Education: The knowledge, skills and abilities typically acquired through the completion of a high school diploma and/or GED. Minimum Years of Work Experience: 5