Department: Policy Research and Development
Position Title: Administrative Assistant II
Reports To: SVP, Policy Officer
Direct Reports: N/A
The Administrative Assistant II provides a broad range of administrative tasks for the Chief of Policy, and services as a primary point of contact in the Policy Research and Development department. Position may assist the Chief of Policy with the preparation of documents and presentations for board meetings, and other executive report development. May act as team leader on various projects/assignments independently, as well as effectively with a team under general supervisory guidance. Must possess excellent communication skills, both written and verbal. Will assist with writing scopes of work (in support of task orders), and drafting letters, emails, and other types of correspondence for internal, as well as external clients, or audiences. Must be highly proficient in research; creative problem solver with highly developed organizational and planning skills.
To provide administrative support to REOS Directors in their functional areas to ensure efficient operations. The candidate must have the ability to work both independently and with a team of Directors and staff, under the general supervision of the director. The candidate must also have the ability or experience to draft and edit Word documents, draft and edit Power Point presentations, and develop Excel spreadsheets with direction. Researching, fact-finding and preparing accurate reports will be primary functions. The candidate must have good and established verbal and written communication skills. Ability to work well with others.
Essential Duties and Responsibilities
Provide assistance to CPO and division by performing various administrative duties to ensure efficient office operations in Policy team
Provides a bridge for smooth communication between the CPO’s office and the executive office, as well as with all other departments within AH
Perform word processing and desktop publishing to include presentations, spreadsheets, and graphs; transcribe information of a sensitive nature; may be required to take meeting and/or conference call minutes.
Manages extremely active calendar of appointments; completes expense reports; composes and prepares correspondence that is sometimes highly confidential; may plan itineraries, agendas, and events, as well as coordinate travel arrangements.
Review and edit written material to ensure accuracy, neatness, correct punctuation and grammar; recommend changes to improve readability and clarity.
Research, compile, and summarize information to formulate correspondence (emails and/or letters) and respond to various inquiries from internal and external customers.
Screen mail and callers, respond to and route inquiries to appropriate personnel; prioritize importance various issues and determine which major issues should be brought to the attention of the department head and/or department members.
Actively promote and ensure clear communication within the department and determines the most effective and efficient method of disseminating internal and external communications.
Manage and coordinate projects and programs to ensure high quality results within given timeframe.
Ability to multi-task in an environment with frequent shifts in priorities and deadlines.
May be required to perform other related duties as required and/or assigned.
Knowledge and Skill Requirements:
Excellent written and oral communications skills are required.
Must be able to interface comfortably and professionally with all levels of employees and executives
Experience handling highly confidential matters. Must exercise discretion and tact.
Ability to fully execute assignments with high degree of accuracy and exercise good judgement in a variety of situations.
Accuracy is required in performing all functions of this position.
Must demonstrate sound judgement, tact, and diplomacy in dealing with internal and external customers.
Initiative and highly developed organizational skills are required to ensure smooth office operations.
Requires flexibility to meet the needs/schedules of the COP and Real Estate.
Education and Experience
1-2 years of experience supporting senior managers and/or key executive required
Bachelor’s degree in business, or related field preferred. A combination of education and/or experience may be considered.
Prior experience working in Policy Research and Development and/or governmental entity preferred.
Work requires high level of proficiency (advanced skills) on use of current office technology and software applications(s).
Works in an office environment that is fast paced with multi-task working conditions. May require frequent bending, stooping, reaching and prolonged sitting and/or standing. May require regular lifting usually not exceeding 15 lbs. Some travel may be required. May require a valid State of Georgia driver's license and be fully insurable for the purpose of obtaining clearance on an authorized drivers list. May spend extended periods of time reviewing, reading and writing legal documents.