Administrative Assistant

Overview

Summary

Description:

Within the framework of corporate policies, established procedures and routines and in accordance with instructions, this position performs administrative and secretarial duties and works closely with assigned management level to leverage his/her limited time to help achieve organization goals. May perform a variety of duties in support of other divisional staff.

• Prepares or otherwise processes correspondence.
• May compose letters and memoranda from transcription, corrected copy, handwritten or marginal notes, verbal instruction, or as routine procedure.
• Proofs and as necessary edits legal, financial, technical or other business related information.
• Handles all confidential information with discretion.
• Receives and relays phone calls, takes messages, greets and directs visitors, and responds to inquiries or routine requests.
• Opens, evaluates and sorts mail for importance, urgency and distribution.
• Handles employee and/or high-level customer problems by investigating complaints and follows up to assure clarification and customer satisfaction; handles with discretion.
• Utilizes software (Excel, PowerPoint) to create slides, spreadsheets, visuals, charts, graphs, etc. for meetings and presentations.
• Supplies audio-visual equipment and transparencies for meetings.
• Schedules and maintains the assigned staff member(s)' calendars of meetings, conferences, appointments, ensuring that business time is organized efficiently.
• Provides timely reminders of commitments and supplies necessary meeting data.
• Makes arrangements for on and off-site meetings, prepares and distributes agenda, issues invitations, orders refreshments and assembles pertinent documents, brochures, reports, files, records, etc.
• As instructed, prepares travel arrangements and accommodations for the executives, divisional personnel and consultants.
• As necessary, contacts staff on important matters while in travel status.
• Submits mileage and travel expense reports, verifies accuracy of reports and monitors for unusual expenses, fluctuations, etc.
• Establishes and maintains files and as assigned will purge obsolete materials and prepare for storage.
• Maintains inventories of supplies and materials and reorder as necessary.

• High School diploma is required, supplemented by additional training in stenography and office procedures. Associate's degree in secretarial science preferred.
• Provides administrative support for up to three managers or directors, a large group of exempt professional staff or an Executive Administrative Assistant. (1-3 years)
• Some analytical and administrative judgement required.
• Should possess excellent organizational and communications skills and be able to plan and prioritize assignments.
• Must be able to retain composure under pressure and handle confidential information with discretion.
• Must perform most job tasks independently with some decision-making authority.
• Must have considerable attention to detail.
• Must be able to work smoothly with a variety of personalities; peers, superiors, Board of Directors, executives and staff.
• Must have demonstrated proficiency with current office software products which include Lotus Notes, Microsoft Office Products (Word, Excel and PowerPoint).

• Provides administrative support for incumbents at the Vice President level. (3-5 years).

In support of the Americans with Disabilities Act, this resource requirements document lists only those responsibilities and qualifications deemed essential to the position.

Excellus Client Client is an Equal Opportunity Employer. As such, requires all suppliers of temporary staffing resources to affirm the rights of every person to participate in all aspects of employment without regard to race, color, sex/gender, age, disability, religion, creed, citizenship status, national origin, veteran status, military status, marital status, familial status, domestic violence victim status, sexual orientation, gender identity, predisposing genetic characteristic, genetic information, or any other status protected under the law.

EEO:

“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”