Administrative Associate III

Job Summary

Performs a variety of administrative and office support duties. Position requires knowledge of organizational and departmental policies and procedures to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, the use of office technology, compiling records, organizing, and maintaining files, posting information, greeting/referring/assisting others, mail distribution, and photocopying. The range of duties includes, but is not limited to, collecting, and verifying data, summarizing and reconciling information or financial data, records management, review and processing, research and inventory.

Reporting to the Senior Project Manager within the Account Development and Sales team, part of the Strategy and Resource Mobilization (SRM) department, the Administrative Associate III will provide operational and administrative support across the department, helping to ensure the efficient coordination of day-to-day activities and key business processes. Positions may serve as the primary staff assistant to a department or manager.

At the advanced level, may serve as a lead worker or may provide supervision to other employees.

Note:

This position typically supports a large/complex-level size project/department, provides support to multiple teams/departments or is part of an administrative staff in support of a large/highly complexed project team/department.

Performs advanced level administrative tasks. Serves as the primary point of contact for input from internal and external contacts. Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail. Coordinate Business Unit organizational team meetings, BU Leadership Team meetings, secure facilities, prepare agenda, coordinate speakers, record meeting notes, etc. Ensure that communications are promptly and accurately dispatched.

Takes messages or fields/answers routine and non- routine questions. Works in cooperation with other Administrative Associates to cover phones. Responsible for the development and design of improved administrative procedures to promote the timely processing and submission of all administrative deliverables. Responds to staff requests for administrative support as needed. Sets up and maintain files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.

Receives and distributes incoming mailing and coordinates outgoing mail, including courier services, postage meter account, and interoffice mail distribution. Communicates with both internal and external personnel as required. Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions. Performs desktop publishing, creates and develops visual presentations. Establishes, develops, maintains and updates library of trade journals and magazines.

Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for members of the department. Works independently or as a member of a team on special and ongoing projects. Acts as a liaison with other departments and outside agencies, including senior/executive management. Handles confidential and non-routine information and explains departmental policies when necessary. Designs and produces general correspondences, memos, charts, tables, graphs, business plans, etc.

Proofreads copy for spelling, grammar, and layout, making appropriate changes. Schedules and arranges meetings and conferences for management. Prepares agendas, notices, minutes, and resolutions for corporate meetings. Assist with coordination of meetings, facilities planning and logistics required. Takes minutes, prepare, and distribute to appropriate staff. Coordinates special projects, at the request of management, which may include planning and coordinating presentations, disseminating information, coordinating direct mailings, creating brochures.

Supports management in maintenance of the department finances.…