Administrative Skills, Billing, Business Support, Calendar Management, Continuous Improvement, Customer Support/Service, Decision Support, Diversity, Event Management, Expense Reports, Fax Machines, Mail Processing, Meeting Minutes, Order Supplies, Organizational Skills, Photocopy, Project/Program Coordination, Systems Maintenance, Time Management, Travel Planning
Position Description: Perform daily administrative tasks and provide administrative services to office departments and/or business unit.
Essential Duties & Key Responsibilities:
- Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit staff.
- Perform administrative services including processing mail, overnight mailings, photocopying, filing, sending faxes, phone list updates, invoices, and order supplies and stationery (e.g., letterhead, business cards, envelopes).
- Daily management of department head/manager's calendar, meeting schedule, and contacts.
- Edit and assemble documents and reports for department head/manager.
- Assist with general office inquiries from staff, owners, and others; provide proactive escalation as appropriate.
- Create and maintain organizational and seating charts for office.
- Understand contract and bonding process and escalation procedures.
- Organize and provide assistance during meetings as requested; record, transcribe, and distribute meeting minutes.
- Maintain knowledge of business unit/headquarters' historical information (e.g., use of vendors, event sponsorships, industry memberships/activities, client, and staff events) to support managerial related decision-making.
- Arrange travel reservations, business accommodations, prepare itineraries and agendas.
- Process department head/manager's expense reports.
- Maintain organized filing systems and coordinate document retrieval schedules.
- Embrace company culture, values, and diversity, equity, and inclusion Diversity, Equity, and Inclusion (DE&I) activities across company.
- Order supplies to support office needs.
- Provide team support and relief of others'' job duties during times of need (e.g., lunch, breaks, illness, vacation).
- Contribute ideas for continuous improvement and effectiveness of team within business unit/headquarters and share recommendations with overall job family.
- Assist with special projects and coordinate events.
- Other activities, duties, and responsibilities assigned.
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