Administrative Assistant Media Fusion Job California Missouri USA,Administrative/Clerical

Location: California

Full job description

Responsibilities Include:

Answer phone and take messages from new business inquirers

Receive calls from current partners reporting maintenance issues, document the issues, and call the trouble desk to report the problem.

Request visitor badges for partners.

Escort visitors to the NRP Office for meetings.

Schedule office staff or NRP partner meetings using Microsoft Outlook software. Approximately bi-weekly.

Design, reproduce, and prepare NRP New Partner Welcome Information packets.

Coordinate and maintain the NRP partners’ mailbox key system.

Sort and distribute mail for office staff and NRP partners.

Assemble documents for distribution.

Mail out document packages to partners.

Create Service Request.

Update Partner List and distribute.

Maintain and update office staff vacation leave calendar and email to office staff.

Maintain spreadsheet and track status of open leases. Provide, to staff member bi-weekly.

Maintain staff roster/phone/location list. Update as needed, Distribute quarterly.

Draft, process, and finalize official NASA letterhead correspondence.

Coordinate the mailing of the NRP Quarterly newsletter.

Manage office supplies, and provide the office credit card buyer with a list of supplies to be replenished. Prepare an ARC Order Form to order forms/supplies.

Receive, stock, and distribute supplies.

Serve as the Point of Contact for Code DT’s Morale Welfare, and Recreation (MWR) Funds. Track process expenses against Code DT yearly allocation.

Create and maintain high-quality charts and presentations of Partner’s information, spreadsheets and tracking documents.

Build and maintain Power Point slides of all NRP partners’ information.

Assist in Project Management NRP EUL Lease Accounts. Create, maintain, distribute, upload and close out all Enhanced Use Lease (EUL) documents into the Center’s Partnership Agreement Maker (PAM) database for Ames or NASA HQ approvals. Coordinate with Ames Legal Office and new partner company to assist with processing the leasing paperwork requirements, prepare partner’s payment plan schedule, prepare office key request forms, prepare badging request forms.

Track internal project deadlines and milestones for the Planetary Ventures (PV) Lease on as needed basis by using a spreadsheet and documenting action items, responsible individual, and due date for the PV Project Manager.

Book reservations and manage associated paperwork for the NASA Parade Ground.

Communicate NASA events and happenings to the NRP partners through e-mail notices.

Plan and coordinate NRP meetings, events, and special projects as requested by Code DT Chief.

Arrange meeting locations and assure that appropriate presentation materials are available.

E-mail event flyer announcements to NRP partners.

Mail printed event flyer announcements to all Ames Mail Stops for bulletin board postings.

Meet and greet visitors attending events.

Build event marketing support by maintaining an e-mail list of attending guests to NRP events.

Database Support: PAM, Travel System, Lease Harbor, ESD

Job Requirements

Candidates must have 6 years experience that demonstrates practical knowledge in the above listed tasks.
A 4-year degree can be substituted for 4 years of experience.
Candidate must have advanced knowledge of Microsoft Office applications.
Candidate must be capable of independent performance and able to anticipate the needs of the team.
Candidate must be a US citizen.

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