ADMINISTRATIVE ASSISTANT

GENERAL PURPOSE

This position will have the responsibility to provide administrative support to upper management. Your daily responsibilities will include conducting research, preparing statistical reports, entering data into our system, running reports, and handling information requests. You will also perform clerical duties, such as arranging conference calls, scheduling meetings, setting up travel arrangements, and taking notes at meetings. As an Administrative Assistant, you will manage a large, diverse workload and will be expected to know how to prioritize tasks in a fast-paced environment.

 

DUTIES AND RESPONSIBILITIES

• Answer inquiries and direct them to the proper department, while providing basic complete information
• Take memos, maintain files, and organize collate documents as needed
• Arrange travel, accommodations, itineraries, and all correspondence related to arrangements as needed
• Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines.
• Work as a member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting group goals.
• Plan, organize, and implement events, such as meetings, business luncheons, or client dinners
• Manage executive schedule and act as a liaison for the executive team
• Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings

Qualifications

QUALIFICATIONS/SKILLS

• BA / BS or 2 years’ experience as an Executive Assistant or equivalent combination of education and experience.
• Excellent organization skills (able to multi-task, prioritize, plan, and execute).
• You have superb communication skills (oral and written) with a confident, concise, clear, and compelling style.
•  Produce well thought-out, professional correspondence free of grammatical and spelling errors
• Proficient in all MS Office applications including, Word, Excel, PowerPoint
• Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders.
• Must also demonstrate the ability to maintain confidential/sensitive information.
• Skilled in all aspects of planning and project management/Able to take an idea from concept to
• completion
• Ambition, a strong work ethic, and an earnest willingness to learn.
• Results-driven attitude with a hunger for success.
• The ability to excel in a high-energy, fast-paced environment is a must.
• Ability to effectively collaborate and work in a team-based environment.
• Must possess superior conflict resolution skills.

WORKING CONDITIONS

AMOUNT OF TIME TYPICALLY SPENT ON ACTIVITY

Inside work: protected from weather conditions

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Outside work: no effective protection from weather

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Both inside and outside work:  activities occur both inside and outside an office enclosure

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Extreme cold: below 32 degrees for periods of more than 1 hour throughout the normal course of a day

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Extreme heat:  above 100 degrees for periods of more than 1 hour throughout the normal course of a day

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Noise:  customers must shout to be heard over ambient noise level (hearing protection required)

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Vibration:  exposure to oscillating movements of extremities or whole body

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Potential hazards: moving parts, electricity, gas, scaffolding, chemicals, etc.

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Terminal viewing: extended viewing of screens

 FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Atmospheric conditions (in non-confined spaces): fumes, odors, mists, gases, poor ventilation, etc.

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Oils:  air and/or skin exposure to oils and other cutting fluids

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Respirator:  use of a respirator is required

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

Physical stamina: due to emergency or workload demands, subject to

extended work hours requiring stamina beyond normal demands or levels

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

None:  employee is NOT substantially exposed to adverse environmental

conditions (work occurs in typical office or administrative environment)

FREQUENTLY

OCCASIONALLY

RARELY

NEVER

ACTIVITY

FUNCTION

AMOUNT OF TIME TYPICALLY SPENT ON ACTIVITY

Essential

Non-Essential

Rarely

Occasionally

Frequently

Standing (on a hard surface)

X

Stairs

X

Walking

X

Sitting

X

Twisting

X

Stooping

X

Crouching

X

Crawling

X

Talking

X

Hearing

X

Reaching

X

Seeing

X

Balancing

X

Pushing up to 50 lbs.

X

X

Pulling up to 50 lbs.

X

X

Grasping

X

Lifting or carrying up to 50 lbs.

X

X

Feeling

X

Moving (continuous motion)

X

Using precise hand movements

X

X

Reasoning or solving problems

X

Reading

X

Writing

X

Performing mathematical calculations

X

Adhering to deadlines under pressure

X

Learning or retaining technical information

X

Interacting with customers or visitors

X