Performs complex administrative activities in close relationship to the day-to-day work of the department(s) supported.
May support one or more individuals, but normally works in a confidential and highly responsive relationship with management at a more senior level of responsibility and discretion (Director/Vice President).
May support management of multi-functional diverse areas.
Tracks and maintains departmental budgets and assists management in determining budget requirements.
Types and assembles complex data (i.e., tables, charts, reports and memorandums) under general direction; applies a sound working knowledge of equipment capabilities to plan details of formatting, spacing and page layout.
Composes/edits letters and memorandums that require an excellent working knowledge of departmental functions.
Screens telephone calls and business visitors and applies departmental knowledge in response to questions; routes inquiries to appropriate personnel or department. Interfaces with all levels of Client personnel and external contacts to coordinate departmental efforts and exchange information requiring moderate interpretation or discussion.
Schedules appointments, determining priorities and maintaining calendars.
Establishes, maintains and reviews departmental files; maintains control files on confidential/high priority matters and follows up on outstanding issues when required.
May prepare materials and agenda for departmental and/or management meetings.
May be required to attend meetings, seminars, etc., to take notes or furnish information.
May be responsible for following up on assignments of department, committee, assigned group, etc., to ensure decisions are implemented and appropriate person are notified.
Responsible for maintaining knowledge and proficiency in state-of-the-art office automation systems to enhance productivity and continuous process improvement.
Identifies, initiates and coordinates projects to fulfill departmental administrative needs.
Researches, compiles and analyzes data to prepare reports, tables, charts and graphs.
Establishes, maintains, and revises personnel records and confidential departmental files including statistical information and financial data.
Attends meeting and conferences to represent organization by furnishing information and taking notes.
Clarifies Company policies related to department activities.
Interfaces with all levels of Client personnel and with external contacts to coordinate departmental efforts and exchange information requiring extensive interpretation or discussion.
May train, guide, or assign work to less experienced Administrative staff.
May be required to pass a typing test and take shorthand.
Ability to operate various office machines and equipment.
Requires knowledge, utilization and proficiency in use of a variety of software packages.
Requires extensive understanding of office practices and administrative policies and procedures.
Must be able to establish and maintain effective working relationships with all levels of client personnel and external contacts.
Ability to effectively communicate orally and in writing is required.
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