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Our company is seeking an Administrative Assistant to manage the office, supervise staff and handle duties for upper management. We are looking for an individual who is efficient and comfortable being a member of a team. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal candidate for this job is resourceful, a good problem solver and organized. Assuring a steady completion of workload in a timely manner is key to success in this position.

Primary Functions:

  1. Composes and produces business correspondence, reports and related materials or guides the work of other staff who produce these materials.

  2. Reviews and signs materials, as authorized.

  3. Edits documents produced by others.

  4. Ensures confidentiality and controls access to sensitive information, such as staff personnel files.

  5. Responds to inquiries and requests for information requiring knowledge of departmental and company policies and procedures.

  6. Serves as internal resource to administrators or staff on departmental and company procedures.

  7. Researches information, as requested, and relays official interpretations.

  8. Performs administrative duties associated with scheduling and coordinating meetings and planning events.

  9. Arranges with vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials.

  10. Attends functions to ensure satisfactory outcome.

  11. Records and summarizes minutes for typing and distribution.

  12. Researches and gathers data for departmental reports.

  13. Conducts preliminary analysis of data.

  14. Recommends report content and format to display findings most effectively.

  15. Assists in budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries.

  16. Tracks and monitors assigned budget expenditures and reports on variances.

  17. Coordinates preparation, development and production of major documents, such as proposals and manuscripts.

  18. Oversees office operations.

  19. Implements changes or enhancements to procedures to improve productivity, efficiency and service.

  20. Supervises unit employees and/or intern workers, as assigned.

  21. Schedules, assigns and prioritizes workloads by setting appropriate deadlines

  22. Monitors employee performance on a regular basis.

  23. Ensures timely completion of unit's work.

  24. Performs other related duties as assigned or requested.

Education and Experience Requirements:

  • Minimum Education: Associate's Degree Combined experience/education as substitute for minimum education

  • Minimum Experience: 2 Years

  • Minimum Field of Expertise: Secretarial or specialized clerical, including some administrative experience.

  • Preferred Education: Bachelor's Degree

  • Preferred Experience: 3 Years

  • Preferred Field of Expertise: Combined secretarial and administrative experience in a business environment

Skills Requirements:

  • Customer oriented interpersonal skills

  • Must possess strong organizational skills

  • Must possess strong communication skills

Essential Functions:

  • Must be able to read, write, speak and comprehend acceptable business English.

  • Must be self-motivated with dedicated client services focus and strong desire to succeed

  • Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information; Develops alternative solutions; Uses reason.

  • Customer Service - Manages difficult customer situations; Responds promptly to customer needs; Responds to requests for service and assistance.

  • Oral Communication - Speaks clearly and eloquently; Listens and gets clarification when necessary; Responds informatively to questions.

  • Written Communication - Writes clearly and concisely; Edits work for spelling and grammar; Varies writing style to meet needs; Reads and interprets written information.

  • Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Schedules other responsibilities.

  • Judgment - Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

  • Dependability - Follows instructions; Takes responsibility for own actions; Completes tasks on time.

  • Initiative - Seeks increased responsibilities; Seeks developmental growth; Solicits feedback regularly.

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