Administrative Assistant

Overview

Provides administrative support and coordination activities for a team of people.

What you'll do

• Answer telephone, take messages and answer routine questions.
• Maintain vacation schedule and master schedule of whereabouts for staff.
• Maintain master copies of organizational policy and procedure manuals and keep them up-to-date.
• Type and distribute memos, meeting minutes and presentations for staff.
• Facilitate domestic and international travel arrangements; assist in payments, expense processing, and charge card reconciliation.

What you'll need

• Degree or equivalent experience.
• Working knowledge of accuracy and attention to detail: accurately gauge the impact and cost of errors, omissions, and oversights; use specific approaches and tools for checking and cross-checking outputs; process limited amounts of detailed information with good accuracy; learn from mistakes and apply lessons learned; develop and use checklists to ensure information goes out error-free.
• Working knowledge of collaborating: demonstrate experience participating in productive collaborative processes; under guidance, initiate collaborative meetings; assist in communicating shared goals with diverse groups and parties; help promote collaboration across generations, functions, regions, and levels; help solve business problems and meet business goals through collaborative processes.
• Working knowledge of effective communications: deliver helpful feedback that focuses on behaviors without offending the recipient; listen to feedback without defensiveness and use it for own communication effectiveness; make oral presentations and write reports needed for own work; avoid technical jargon when inappropriate; look for and consider non-verbal cues from individuals and groups.
• Working knowledge of flexibility and adaptability: adjust to new or changing assignments, processes, and people; demonstrate willingness to listen to other opinions; provide examples of shifting from task to task; identify and consider alternative approaches to situations or problems; accept new or radical ideas with an open mind and avoid snap reactions.
• Working knowledge of managing multiple priorities: recognize changing demands and priorities and validate changes with management; obtain information about how current assignments contribute to organizational goals; complete current work according to assigned priorities; respond to day-to-day operational priorities while still making progress on project work; perform at least 2-3 concurrent activities without reducing productivity.
• Basic understanding of problem solving: explain the value of a disciplined approach to problem solving; describe problem reporting and escalation practices; use accepted procedures for problem analysis and resolution; identify key aspects of problem-solving techniques used in own area.
• Working knowledge of office administration: arrange meetings and schedule rooms, equipment, refreshments, etc.; operate and maintain standard office equipment such as copiers, faxes, and phones; distribute internal and external correspondence to appropriate recipients; coordinate travel arrangements and expense reimbursements; order, stock and distribute office supplies.
• Working knowledge of Microsoft Office: use basic features of two or more Office applications; differentiate tradeoffs between using Word and PowerPoint for developing a presentation; operate basic Microsoft desktop applications to achieve certain requirements; convert Word tables to Excel spreadsheets and vice-versa; compare the key differences between current and prior releases of Office.

Details

• Relocation is available for this position.
• Visa sponsorship is not available for this position.