Administrative Assistant

General Purpose

Responsible for performing complex, administrative duties utilizing advanced technical skills for designated individual and/or management team. Uses independent judgment on assignments that are often sensitive and confidential in nature.

Duties and Responsibilities

• Manage incoming and outgoing phone and email communications.
• Maintain various departmental database systems and lists.
• Create and enter data into spreadsheets.
• File, fax, open and distribute mail and order supplies.
• Create and handle presentations, complex reports, confidential correspondence and files.
• Interface with customer and maintain internal and external relationships.
• Coordinate meetings and travel arrangements and maintain department calendar.
• Process purchase cards, expense reports and invoices.
• Administer programs, projects and or processes specific to the operating unit served.
• Scribe as required to document meeting minutes and action items.
• Work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges.
• The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
• Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
• Submit deal sheets in portal
• Prep and process settlement forms

Qualifications

• High school diploma or GED required. Some college preferred.
• 2-5 years of experience in automated office environment required.
• Experience in coordinating projects.
• Intermediate knowledge of Microsoft Office applications.
• Excellent phone etiquette.
• Knowledge of multi-line phone systems.
• Bilingual skills a plus.
• AS400 or SAP work experience preferred.
• Excellent calendar management skills, including the coordination of complex executive meetings
• Experience assisting management with the creation of PowerPoint presentations
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Experience scheduling travel arrangements and schedule for management
• Support experience in a professional services, sales or marketing environment
• Experience successfully creating and/or modifying processes
• Assist with preparation of presentation materials
• Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner