Administrative Assistant II

Key Responsibilities

• Prepare, edit, and finalize complex documents, including reports, presentations, proposals, and correspondence, using Microsoft Office software.
• Draft and proofread correspondence, ensuring accuracy, professionalism, and adherence to company standards.
• Manage and maintain department files and records, ensuring proper organization and compliance with retention policies.
• Aid in creating and maintaining templates, forms, and other standardized documents for department use.

Communication and Coordination

• Receive, screen, and prioritize telephone calls and emails for the manager and department personnel, responding to inquiries or redirecting as appropriate.
• Act as a liaison between the department and internal/external stakeholders, ensuring effective communication and follow-up.
• Schedule and coordinate meetings, including preparing agendas, taking meeting minutes, and distributing follow-up action items.

Travel and Expense Management

• Arrange complex travel itineraries, including transportation, accommodations, and meeting schedules, ensuring alignment with company policies.
• Prepare and reconcile expense reports, ensuring accuracy and timely submission to accounting.

Project and Workflow Support

• Assist with department projects by tracking deadlines, organizing materials, and coordinating with team members to ensure timely completion.
• Maintain and monitor office supplies, ensuring the department is adequately stocked and within budget.
• Support the onboarding of new team members by preparing materials and coordinating initial training schedules.

Additional Responsibilities

• Provide backup support to other administrative staff as needed.
• Perform additional responsibilities or tasks as assigned by the manager to support department goals.

Required Qualifications

• A high school diploma or equivalent; some college coursework preferred.
• 2+ years of experience in an administrative or clerical support role.
• Proficiency in Microsoft Office Suite (e.g., Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills, with the ability to handle multiple priorities.
• Excellent verbal and written communication skills.
• Ability to work independently and exercise sound judgment in decision-making.

Preferred Qualifications

• Familiarity with project management tools or software.
• Experience coordinating travel arrangements and preparing expense reports.
• Strong interpersonal skills and the ability to build relationships with internal and external stakeholders.
• Knowledge of office procedures and familiarity with departmental workflows.