Administrative Assistant

Administrative Assistant

Requirements

• High School Diploma or GED required
• Associates degree from a two-year college with a major or emphasis in Business Administration or related field a plus
• Minimum 1 year of experience in an administrative position using Microsoft Office Suite and encompassing program/project support responsibilities
• Proficient in Microsoft Word, Excel, PowerPoint and Visio as well as program/project support

Responsibilities

• Coordinates department appointments, meetings and events
• Receives and screens visitors and telephone calls, and notifies appropriate personnel ensuring timely connection and friendly service
• Arranges meetings, schedules appointments and orders appropriate supplies necessary
• Makes travel arrangements for department personnel or hosted visitors as required
• Prepares and distributes communication, agendas and meeting materials under the direction of the meeting/event owner
• Maintains calendars and project plans for department initiatives
• Provides program and materials distribution and tracking
• Composes and distributes correspondence, documents, reports, presentations, and other materials
• Collects and verifies data, and conducts simple analyses
• May create, maintain, and update various information databases or other technology tools
• Reviews monthly budget and prepares variance reports for department leadership as requested
• Generates and reconciles purchase orders and invoices for department spend
• Conducts monthly department credit card reconciliation and creates expense reports
• Prepares check requests, assists with department Team Member expense reports, and provides other budget/financial assistance as requested
• Collects information, drafts proposed spend and works closely with department leadership to prepare budget
• Responds to general inquiries concerning department activities in accordance with established policies and procedures
• Establishes and maintains record keeping and filing systems; classifies, sorts and files correspondence, records and other documents
• Opens, sorts, prioritizes and distributes mail on a daily basis
• Maintains inventory and orders supplies and other items on behalf of department

Preferred Qualifications

• Associates degree from a two-year college with a major or emphasis in Business Administration or related field a plus