Administrative Assistant

The Administrative Assistant provides support for the assigned department, including general office duties and customer service. Manages calendar, meetings, travel, correspondence, and budget. Develops and prepares presentations and reports. Ensures work aligns with business unit needs and objectives.  

Position Responsibilities may include;  

• Perform general office duties; provide administrative / sales service for both internal/external customers  


• Manage contact lists including phone and email  


• Create, update, and maintain electronic and hard copy documents/files  


• Process invoices, A/P vouchers and expenses reports  


• Prepare documents, filing and other general office duties as required.  


• Handle incoming and outgoing phones, correspondence; process incoming and outgoing mail  


• Read and analyze memos, submissions, and reports to determine their significance and plan their distribution  


• Set and confirm appointments; schedule and coordinate meetings, conferences, etc.   


• Generate, analyze, and deliver various reports as required  


• Assist with travel arrangements as needed  


• Order and maintain supplies including office supplies, business cards, etc.  


• Perform additional projects/duties to support ongoing business needs.  

Nature & Scope: 

• Possesses a broad theoretical job knowledge typically obtained through advanced education   


• Has no discretion to vary from established procedures by performing structured work assignments   


• Work is closely supervised   


• Problems faced are not typically difficult nor complex   


• Explains facts, policies and practices related to job area   

Knowledge & Skills:

• Effective and high-quality Customer Service/Relationship management skills via walk-ins, phone, and email  


• Ability to effectively establish positive professional working relationships with internal, external customers and employees  


• Proficient in the use of Microsoft Office; Word, Excel & Outlook and PowerPoint and database applications  


• Professional verbal and written communication skills including questioning and listening skills  


• High level of attention to detail and accuracy; effective problem-solving skills  


• Ability to multitask and work independently with little supervision  


• Strong organizational and time management skills including effective prioritization skills  


• Ability to use discretion and handle sensitive confidential information  


• Positive, professional attitude, with ability to diffuse negative situations  


• Professionalism – patience, poise, and tact  


• Always displays confidence and control   


• Ability to thrive in a faced paced, constantly changing environment  


• Ability to apply strong work ethics and integrity on the job   

Competency: 

Experience 

• 2+ years of customer service / administrative experience  

Education/Certification: 

• High School diploma or GED equivalent  

People Management: No 

Physical Requirements / Work Environment: 

• Must be able to perform essential responsibilities with or without reasonable accommodations 

Reports To: 

• Department Supervisor/Manager 

The Company provides equal employment opportunity to all employees and applicants regardless of a person’s race, color, religion (including religious dress or grooming practices), creed, national origin (including language use restrictions), citizenship, uniform service member or veteran status, ancestry, disability, physical or mental disability (including HIV/AIDS), medical condition (including cancer and genetic characteristics), genetic information, request for protected leave, marital status, sex, pregnancy, age (over 40), sexual orientation, gender, gender identity or expression, political affiliation, or any other characteristic protected by law. The Company will comply with all federal and state regulations and statutes pertaining to individuals with disabilities.