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Administrative Assistant III

TI Verbatim Consulting

Administrative Assistant III

Grand Junction, CO
Paid
  • Responsibilities

    POSITION TITLE:    Administrative Assistant III

    POSITION TYPE:    Full - Time

    LOCATION:           Grand Junction, CO

    WORK HOURS:       Monday - Friday 8:30am - 5:00pm 

    ORGANIZATIONAL BACKGROUND:

    As a veteran, Hispanic, woman-owned business, TI VERBATIM CONSULTING (TIVC) implements lasting workplace human capital and business support solutions. We also improve the workplace using culture assessment to inform leadership and ignite culture optimization. We bridge language divides through culturally accurate translation and interpretation. At TIVC, our goal is to treat our customers as valued partners, deliver excellent service, and "HELP PEOPLE WORK BETTER TOGETHER."

    POSITION SUMMARY:

    We are currently seeking a Full-Time Administrative Assistant to support a contract in a Government agency in Grand Junction, CO. In this role, the employee will assist and provide a range of administrative and technical support to management officials in a Government environment.

    REQUIRED KNOWLEDGE, SKILLS, AND TASKS:

    REQUIRED GENERAL TASKS: 

    • Tracking of activities and submissions. Keeping a list of who has completed submitted items for data calls and who hasn’t. Perform review of documents for input, and send reminder emails as necessary.
    • Administering lists and intranet library, including lists on library (e.g., working groups list)
    • Meeting Support:

             a. Maintenance of regular meetings in outlook

             b. Taking notes and/or actions during meetings

             c. Making room reservations

             d. Preparing materials –photocopies, binding documents, etc.

             e. Uploading of notes or presentations

             f. Visitor administration

    • Travel Support

             a. Miscellaneous travel support, such as helping with travel logistics and helping to complete and send travel receipts to LMS.

    • Miscellaneous Support

             a. Continue to monitor, track, and receive requests for office supplies for all staff.

             b. Sending out non-time critical faxes, scanned documents, etc.

             c. Maintaining document read files at 2 office locations.

             d. Shipping material for meetings/workshops/public events, particularly supporting the CEO Team.

    OPERATIONS SUPPORT TASKS

    • Assists in processing requests, reimbursements, copying, mailing, collating, faxing, supply assembling, filing, event organizing and planning, coordination capabilities, meeting support, and managing various spreadsheets for general program support.
    • Organizes, coordinates, and summarizes engineering, science or business proposals.
    • Assists in obtaining all pertinent technical/business related regulatory information when required.
    • Ability to proactively communicate with teams and staff across the organization to request materials for meetings, ensure packages are distributed and included with meeting invites in advance of the meetings.  Detail oriented.
    • Proactively organize meeting logistics
    • Must be flexible in adapting to deadlines and changing priorities, has a pro-active attitude and disciplined work ethic.  A demonstrated flexibility of schedule and ability to handle last minute, short turnaround items.  This includes the ability to assess a situation or deliverable and then implement the most beneficial solution.  
    • Assists administrator in scheduling of programs by utilizing shared calendars, compiling/reviewing information for reports, and documentation review and drafting.
    • Prioritizes inbound communication and provides feedback accordingly.
    • Assists with knowledge management and process improvement tasks.
    • Maintains filing, which will include due diligence binders and internal file share systems.

    REQUIRED SKILLS 

    • Ability to work successfully in teams and under own initiative, to handle multiple assignments simultaneously, and to make timely decisions.
    • Must have proficient experience with Microsoft Office to include Word, Excel, PowerPoint, Outlook processing and preferably database management skills.
    • Electronic research, writing, analytic, and interpersonal skills required.
    • Excellent oral and written communication skills and must possess the ability to effectively communicate across all levels of management within the company as well as outside the organization.
    • Professional presence and confidentiality are a must.
    • Customer service orientation.
    • Pleasant telephone manners.
    • Adaptability and quick thinking when handling phone calls.
    • Ability to produce timely point papers and presentations with general or little guidance.

    REQUIRED EXPERIENCE:

    • 3-5 years of experience as an administrative assistant or equivalent.

    EDUCATION AND CERTIFICATIONS: 

    • Associate’s Degree (required)
    • Bachelor’s Degree in Communication, Business Administration or Environmental/Science Studies

     

            (desired).

    WORKING CONDITIONS:

    Office work environment: 100%.