Full Job Description
The Administrative Assistant (Director Level) will provide administrative support to the Director and the Director'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.
MAJOR TASKS AND RESPONSIBILITIES
Coordinate Meeting & Events:
Manage and maintain leaders' schedules.
Make travel arrangements for leaders you support.
Prepare agendas and make arrangements (coordinating catering for luncheons, for committee, board, and other meetings, etc.).
Direct and maintain office activities and operations (records retention, ordering supplies, personnel issues, parking spots, security, etc.).
Attend meetings to note action items and manages follow-up with appropriate parties.
Develop and Coordinate Communications:
Open, sort, distribute, and respond to incoming communications (faxes, email, phone calls, etc.).
Use software (PowerPoint, Word, Excel, etc.) to create, edit, and share documents (invoices, reports, presentations, emails, financial statements, etc.)
Collect and compile information and prepare materials for consideration and presentation by leaders.
Review incoming memos, submissions, and reports to determine their use and plan their distribution.
Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.
Support Team / Department:
Direct and coordinate with leaders and associates inside and outside department (answer questions, schedule rooms/meetings, make introductions, escalate questions/problems, etc.).
Support other associates, leaders, and admins with regular and one-off tasks.
Implement and uphold corporate/departmental policies, procedures, and service standards in conjunction with associates and leaders.
Manage projects or contribute to committee or team work.
NATURE AND SCOPE:
Typically reports to Director or Sr. Director
No direct reports
May coordinate and work with leader's direct reports and other team members
Typically requires <10% travel
ENVIRONMENTAL JOB REQUIREMENTS
Environment: Located in a comfortable area. Any unpleasant conditions would be infrequent
Typically located in a comfortable indoor area. There may be regular exposure to mild physical discomfort from factors such as dust, fumes, odors, or temperature extremes, loud noise, strong drafts, or bright lights.
Must be eighteen years of age or older.
Must be legally permitted to work in the United States.
Education Required: The knowledge, skills and abilities typically acquired through the completion of a high school diplomas and/or GED.
Years of Relevant Work Experience: 2 years
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.
Excel skills: Creates and edits contents of basic documents. Uses formulas, filters, multiple workbook tabs, etc.
Word skills: Creates and edits documents and templates. Uses advanced formatting (page/section breaks, multiple columns per page, image formatting, creating headers/footers, etc.).
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.
Knowledge, Skills, Abilities and Competencies:
Action Oriented: Attract opportunities/issues proactively and resolve problems as they arise
Communicates Effectively: Communicate clearly and respond effectively with appropriate tone through various mediums (written and verbal).
Instills Trust: Manage competing priorities to follow-through on commitments and communicate with others transparently.
Situational Adaptability: Take direction and cues from others to determine when to adjust approach to a situation and learn to be flexible to complete assignments.
Customer Focus: Anticipate and follow-through on customer needs and use feedback to improve customer service.
Collaborates: Volunteer and contribute to group projects, acknowledge others' contributions.
Decision Quality: Make decisions independently considering various trade-offs and determine when issues need escalated.
Resourcefulness: Find ways to get work done with limited time/resources by effectively prioritizing and gather additional resources when needed.