Administrative Assistant II

GCI's Administrative Assistant II will provide comprehensive administrative and staff support in an in-office capacity to ensure smooth daily operations across the organization. Responsibilities include preparing reports and presentation materials, managing correspondence, welcoming and directing visitors, coordinating meetings, and performing a variety of assigned tasks to support team efficiency and effectiveness.

ESSENTIAL DUTIES AND RESPONSIBILITIES AT ALL LEVELS:

Office Operations

* Manage the reception and mail areas in the Executive offices, supporting general office upkeep and organization.

* Maintain the appearance and cleanliness of the dining den, break rooms, and conference rooms.

* Order and maintain office and kitchen supplies, ensuring refrigerators are well stocked.

* Monitor and manage office equipment and service requests.

* Assist with tracking budgets and expenditures, following company policy and procedures.

* Process invoices and expense reports, ensuring accurate and on-time coding and reconciliation.

* Maintain electronic and paper filing systems, updating databases and records as needed.

* Support team projects with research, coordination, and administrative tasks.

Scheduling & Coordination

* Manage calendars and schedule meetings and conference bridges.

* Resolve scheduling conflicts or redirect inquiries to the appropriate person.

* Reserve meeting rooms, assist with preparation of materials, set up audio/visual equipment, order meals.

* Coordinate travel arrangements and itineraries.

* Assist with organizing events, conferences, or team activities

Customer & Visitor Interaction

* Greet and assist visitors, ensuring a professional and welcoming environment.

* Act as point of contact for building access, validate visitor need for facility access, check for proper identification, and arrange for escort in secure facilities.

* Answer direct phone calls, take messages, determine needs, and respond to general questions.

* Handle complaints or concerns with empathy and efficiency.

* Provide solutions or alternatives when requests cannot be immediately fulfilled.

* Handle incoming and outgoing correspondence, respond to emails and other communications.

* Sort and distribute department mail, ensuring documents or packages are delivered to the correct recipient.

COMPETENCIES:

* ACCOUNTABILITY
- Takes ownership for actions, decisions, and results; openly accepts feedback and demonstrates a willingness to improve.

* BASIC PRINCIPLES - Interacts with people in a way that builds mutual trust, confidence, and respect; adheres to GCI's Code of Conduct for Employees - the Basic Principles.

* COLLABORATION - Works effectively with others to accomplish common goals and objectives; maintains positive relationships even under difficult circumstances.

* Ability to successfully interact and collaborate with senior management, colleagues, business partners, customers, contractors, and vendors.

* Ability to build positive relationships with internal and external stakeholders and professionally handle inquiries and resolve issues.

* COMMUNICATION
- Conveys thoughts and expresses ideas appropriately and professionally.

* Excellent communication and interpersonal skills with the ability to patiently and accurately articulate information to internal and external audiences, professionally handle inquiries and complaints, and communicate effectively with the team.

* Sufficient proofreading and editing skills, grammar, punctuation, formatting, and consistency to ensure accuracy and professionalism in all written materials.

* COMPLIANCE - Follows internal controls; protects confidential information; abides by GCI's Code of Business Conduct & Ethics.

* Ability to maintain the highest levels of confidentiality when working with proprietary, customer, and employee information.

* CUSTOMER FOCUS - Demonstrates commitment to service excellence; gives high priority to customer satisfaction.

* RELIABILITY - Consistently follows through on assigned tasks as expected; demonstrates timely attendance at meetings, training, and other work obligations.

* RESULTS - Uses a combination of job knowledge, initiative, sound decision making, innovation, adaptability, and problem solving.

* Strong knowledge of general business practices and professional standards.

* Organized with the ability to effectively manage multiple projects, prioritize, and work under pressure to meet tight deadlines.

* Strong attention to detail with high degree of accuracy in data entry.

* Ability to adapt to shifting priorities and deadlines, maintaining productivity in a fast-paced environment.

* SAFETY & SECURITY - Supports a safe work environment by following all workplace safety rules and guidelines; complies with applicable Security policies and procedures.

* TECHNICAL PROFICIENCY - Proficient computer skills and MS Office knowledge (e.g., Outlook, Teams, Word, Excel) to complete job duties effectively, such as using the company intranet and to accurately retrieve and input information into…