Administrative Assistant Senior - Administration

About the Role

This position manages the daily operations of assigned department(s), including maintenance of supplies, equipment, environment, schedules, travel arrangements, and department representation in administrative meetings. The role also provides diverse secretarial, administrative support, and assistance to the department’s management team and staff members.

Responsibilities

• Prepare and manage all budgets for the Department.
• Maintain Departmental supplies, equipment, and facilities.
• Prioritize and coordinate flow of work under direction of management in handling and/or directing all incoming and outgoing projects.
• Manage all logistical aspects of Department’s offices, including scheduling appointments, maintaining calendars, coordinating travel arrangements, and arranging meetings.
• Identify issues and concerns, and communicate them to management.
• Sort, read, and annotate incoming mail; gather and attach appropriate files to facilitate necessary action of management. Sort all departmental mail.
• Organize and maintain departmental mail/fax/printer room.
• Maintain current filing system management so that information is readily available upon request.
• Prepare time sheets, expense reports, etc. for management and review expense reports of direct reports for completeness.
• Serve as recording secretary when requested for management meetings with responsibility for meeting notices, agenda, transcription, and distribution of pertinent information.
• Demonstrate strong communication and human relationship skills. Act as liaison for management with contacts internal and external to the organization.
• Follow established policies, procedures, and standards defined by the department and organization.
• Prepare presentation materials; compose correspondence; prepare communication from written or oral directions and ideas, or dictation; organize material submitted by others and gather background and supporting materials for meetings, work projects, and reports.
• Maintain and demonstrate good teamwork on assigned projects through actions and job performance.
• Provide effective customer service by being courteous, polite, and friendly toward others at all times. Acknowledge customers immediately to determine need and help resolve issues or requests.
• Participate in departmental programs that promote and deliver exceptional customer service.
• Perform other duties and special projects as assigned by management.

Requirements

• High School Diploma or equivalency required.
• Post-high school education preferred.

Schedule

8 AM – 5 PM, Monday–Friday

Work Type

Full Time