Administrative Assistant

• Prepares or otherwise processes correspondence.
• May compose letters and memoranda from transcription, corrected copy, handwritten or marginal notes, verbal instruction, or as routine procedure.
• Proofs and as necessary edits legal, financial, technical or other business related information. - Handles all confidential information with discretion.
• Receives and relays phone calls, takes messages, greets and directs visitors, and responds to inquiries or routine requests.
• Opens, evaluates and sorts mail for importance, urgency and distribution. - Handles employee and/or high-level customer problems by investigating complaints and follows up to assure clarification and customer satisfaction; handles with discretion.
• Utilizes software (excel, PowerPoint) to create slides, spreadsheets, visuals, charts, graphs, etc. for meetings and presentations.
• Supplies audio-visual equipment and transparencies for meetings.
• Schedules and maintains the assigned staff member(s) calendars of meetings, conferences, appointments, ensuring that business time is organized efficiently.
• Provides timely reminders of commitments and supplies necessary meeting data.
• Makes arrangements for on and off-site meetings, prepares and distributes agenda, issues invitations, orders refreshments and assembles pertinent documents, brochures, reports, files, records, etc.
• As instructed, prepares travel arrangements and accommodations for the executives, divisional personnel and consultants.
• As necessary, contacts staff on important matters while in travel status.
• Submits mileage and travel expense reports, verifies accuracy of reports and monitors for unusual expenses, fluctuations, etc.
• Establishes and maintains files and as assigned will purge obsolete materials and prepare for storage.
• Maintains inventories of supplies and materials and reorder as necessary.

• High School diploma is required, supplemented by additional training in stenography and office procedures. Associate's degree in secretarial science preferred.
• Provides administrative support for up to three managers or directors, a large group of exempt professional staff or an Executive Administrative Assistant. (1-3 years)
• Some analytical and administrative judgement required.
• Should possess excellent organizational and communications skills and be able to plan and prioritize assignments.
• Must be able to retain composure under pressure and handle confidential information with discretion.
• Must perform most job tasks independently with some decision-making authority.
• Must have considerable attention to detail.
• Must be able to work smoothly with a variety of personalities; peers, superiors, Board of Directors, executives and staff.
• Must have demonstrated proficiency with current office software products which include Lotus Notes, Microsoft Office Products (Word, Excel and PowerPoint).

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