Administrative Assistant II

Job Summary

The Administrative Assistant II provides advanced administrative support to ensure the efficient operation of the department. This role involves performing a wide range of administrative tasks, managing complex schedules, preparing reports, and serving as a key resource for departmental staff. The Administrative Assistant II coordinates administrative activities and supports the team with high-level clerical functions, special projects, and communication needs.

Essential Functions

• Manages complex calendars, scheduling meetings, appointments, and events for department leaders, ensuring coordination and timely communication.
• Prepares, edits, and distributes documents, presentations, and reports, ensuring accuracy and adherence to department standards.
• Assists with planning and coordinating departmental meetings, including setting agendas, preparing materials, and arranging logistics.
• Supports department projects, providing clerical and administrative assistance, tracking progress, and following up on deliverables.
• Maintains organized records and filing systems, handling sensitive information with discretion and confidentiality.
• Serves as a point of contact for internal and external inquiries, directing calls and emails, taking messages, and responding to general questions.
• Assists in onboarding new team members by preparing orientation materials and coordinating initial training schedules.
• Assists with travel arrangements and processes related documentation, including itineraries and expense reports.
• Coordinates the processing of invoices and expense reports, as well as the review/submission of contracts and purchase orders within Oracle.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

Qualifications

• H.S. Diploma or GED required
• Coursework or training in office operations, including computers and office procedures preferred
• 2-4 years of administrative experience in a corporate or office setting required

Knowledge, Skills and Abilities

• Strong knowledge of office management procedures and advanced clerical functions.
• Proficiency in Google Suite, Microsoft Office Suite (Word, Excel, PowerPoint), and other office software.
• Excellent organizational skills and attention to detail for managing schedules, records, and reports.
• Strong written and verbal communication skills for clear and professional interactions.
• Ability to work independently, prioritize tasks, and manage multiple responsibilities with minimal supervision.