Primary Function
The Administrative Assistant provides high-level administrative support for assigned Executives as well as back-up support for current administrative staff.
Essential Job Functions/Duties
• Answer phones/screen calls & manage/maintain management calendars
• Make travel arrangements for team
• Arrange teleconference calls and webcasts
• Compile numerical or statistical data
• Schedule meetings or appointments/conference rooms
• Write business correspondence
• Maintain records, reports or files
• Use word processing or desktop publishing software
• Manage expense reporting for team
• Attend meetings in order to record minutes when requested
• Prepare reports, memos, letters and other documents, using word processing, spreadsheets, database, and/or presentation software
• Compile, transcribe, and distribute minutes of meetings
• Prepare agenda for visitors and coordinate travel
• Ability to maintain confidential information
• Prepare responses to correspondence containing routine inquiries
• Screen phone calls for executives
• File and retrieve corporate documents, records and reports
• Prepare agendas
• Open, sort,distribute incoming correspondence, including faxes & email
• Must work and interact effectively and professionally with and for others throughout various levels of the global organization
• Engage in special projects as assigned
• Must strictly adhere to safety requirements
• Maintain regular and punctual attendance
• Must maintain company quality and quantity standards
• Must have effective oral and written communication skills
• Excellent problem solving skills and ability to work in collaborative and independent work situations and environments with minimal supervision
• Ability to remain calm and receptive in fast paced situations
Minimum Work Experience/Educational Requirements
• High school diploma or equivalent
• Extensive working knowledge of Microsoft Windows, Office (ie Excel, PowerPoint and Word)
• Experience producing spreadsheets and other computer-generated data analysis reports
• Previous office experience preferred
• Proven ability to quickly learn new technical subject matter that may be unrelated to area of formal training
• Experience performing multiple projects simultaneously with minimal direction/supervision
• Must have extensive working knowledge of: SharePoint and Adobe Lifecycle Designer
Physical Requirements/Work Environment
• Works under general office environmental conditions.
• Sitting for extended periods, utilizes close visual acuity for working with computers, etc.
• Occasionally required to lift up to 50 lbs. from floor to waist to move tables, chairs for appropriate room set up
• Occasionally required to stand; walk and stoop, kneel or crouch