Job Description

The purpose of this job is to provide high-level administrative support for department management/senior management, exercising confidentiality, tact and diplomacy.

Essential Functions:

1. Provide administrative support for complex assignments under limited supervision and coordinate the work of other administrative team members as needed
2. Complete assigned tasks to meet daily, weekly and monthly deadlines and proactively manage time for ad hoc assignments
3. Collaborate with supervisors to resolve administrative challenges and improve department processes and practices
4. Update and maintain databases, various spreadsheets and generate reports as needed
5. Collaborate with department leadership and team members to plan and coordinate on- and off-site events; assist with selecting venues, food, and activities at direction of manager
6. Arrange conference, meeting and travel reservations for managers; assist with reconciliation and preparation of expense reports
7. Mentor and support less-experienced members of the administrative team
8. Participate in meetings, compose and distribute meeting notes, and create routine correspondence and reports
9. Answer telephones, greet visitors, provide information, take messages, or transfer calls/visitors to appropriate individuals
10. Operate office equipment and arrange for repairs when equipment malfunctions (e.g., fax machines, copiers, and phone systems)

Qualifications

• High school diploma or equivalent certificate required
• Associate or bachelor’s degree preferred
• Minimum four years’ progressive experience working in an office setting supporting management/senior management required
• Advanced MS Office skills required
• Adobe Acrobat skills required
• Experience using electronic calendars to schedule meetings, appointments and other functions
• Knowledge of company products and offerings
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and handle sensitive information ethically and responsibly
• Ability to organize, prioritize and complete work with a high degree of detail and accuracy
• Ability to take initiative, lead delegation of work and mentor team
• Ability to multitask and meet deadlines in a fast-paced, dynamic environment
• Ability to communicate and interact effectively with different levels of the organization
• General office work requiring sitting or standing for long periods of time
• Able to lift 30 lbs.

Additional Information

• Nation-wide Medical Plan/Dental/Vision
• 401(k) Flexible Spending Accounts
• Adoption Assistance
• Tuition Reimbursement
• Weekly Pay

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