Administrative Assistant II

Job Summary

The Administrative Assistant II provides advanced administrative support to ensure the efficient operation of the department. This role involves performing a wide range of administrative tasks, managing complex schedules, preparing reports, and serving as a key resource for departmental staff. The Administrative Assistant II coordinates administrative activities and supports the team with high-level clerical functions, special projects, and communication needs.

Essential Functions

* Manages complex calendars, scheduling meetings, appointments, and events for department leaders, ensuring coordination and timely communication.

* Prepares, edits, and distributes documents, presentations, and reports, ensuring accuracy and adherence to department standards.

* Assists with planning and coordinating departmental meetings, including setting agendas, preparing materials, and arranging logistics.

* Supports department projects, providing clerical and administrative assistance, tracking progress, and following up on deliverables.

* Maintains organized records and filing systems, handling sensitive information with discretion and confidentiality.

* Serves as a point of contact for internal and external inquiries, directing calls and emails, taking messages, and responding to general questions.

* Assists in onboarding new team members by preparing orientation materials and coordinating initial training schedules.

* Assists with travel arrangements and processes related documentation, including itineraries and expense reports.

* Coordinates the processing of invoices and expense reports, as well as the review/submission of contracts and purchase orders within Oracle.

* Performs other duties as assigned.

* Maintains regular and reliable attendance.

* Complies with all policies and standards.

Qualifications

* H.S. Diploma or GED required

* Coursework or training in office operations, including computers and office procedures preferred

* 2-4 years of administrative experience in a corporate or office setting required

Knowledge,

Skills and Abilities

* Strong knowledge of office management procedures and advanced clerical functions.

* Proficiency in Google Suite, Microsoft Office Suite (Word, Excel, PowerPoint), and other office software.

* Excellent organizational skills and attention to detail for managing schedules, records, and reports.

* Strong written and verbal communication skills for clear and professional interactions.

* Ability to work independently, prioritize tasks, and manage multiple responsibilities with minimal supervision.