Administrative Services Assistant Management Support

Administrative Services Assistant 3 - Management Support

This contract Administrative Services Assistant 3 assignment will provide confidential and professional support to the Logistic Services manager and to the Logistic Services department staff and other corporate personnel in the day-to day operations in support of supply chain functions. This assignment will provide a variety of program coordination, facilitating, planning, reporting, and administrative support services that contribute to meeting the mission and targets of the corporate Supply Chain.

The ASA in this assignment may occasionally provide additional support for other organizations or other divisional Administrative Assistants

• Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organizations.
• Answer and screen telephone calls, greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other corporate personnel as appropriate.
• Create/draft, edit, and proof documents, correspondence, research materials, and presentations using Microsoft applications
• Prepare agendas and presentations, help identify appropriate attendees, schedule, and facilitate virtual meetings or events using advanced functions of Skype, Web Ex, or other virtual event technology.
• Attend meetings, record meeting minutes, as requested, transcribe, and disseminate as needed.
• Build, maintain, and post spreadsheets, presentations, and other documents using an array of Microsoft products or other applications in use to SharePoint sites or Workgroup drives.
• Proof, review, and, when applicable, draft, correspondence and documents prepared for manager signature, validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action, to consist of the following:
• Review incoming correspondence and forward matters requiring action to appropriate staff. Verify proper coordination and timely completion of assignments.
• Sort and distribute incoming mail to appropriate recipient(s); as requested, review incoming correspondence.
• Process outgoing mail and prepare materials for mailing.
• Maintain a tracking system of action items to verify timely compliance with scheduled responses or actions. Coordinate and monitor work unit responses to time-critical documents; alert corporate manager / personnel of any concerns or response delays.
• Establish and maintain internal and external communication channels to coordinate smooth flow of information and positive working relationships.
• Perform scanning, photocopying, and work with the corporate print shop to request printing services.
• Update and maintain desk reference manual.
• Provide recommendations and instructions to staff to maintain conformance with general policies and correspondence procedures.
• Come up to speed quickly on manager and organizational priorities to track meetings, work, and delegated projects or tasks to maintain accountability, confirming established targets are met.
• Validate on-time documentation submission to Human Resources (HR) and verify all processes are tracked to completion within established timelines.
• Review and update project trackers (performance, training, space management, annual requirements, etc.) for the corporate manager, alerting appropriate parties of any noted concerns.
• Serve as liaison between organizations, work units, and management support staff. Keep up to date on issues, priorities, and sensitivities affecting work of the organization through consistent communication with the manager, frequent interaction with other managers, and outside contacts.
• Coordinate with and provide administrative guidance to new and junior contract support personnel; may delegate assignments to other contract administrative personnel at the request of the corporate manager.
• Serve as back-up to Tier II, Tier III and Tier IV level Administrative Assistants as needed.
• Administrative Team:
• Attend mandatory Administrative Team Meetings in person, to the maximum extent possible.
• Participate as a team member and in team meetings both professionally and collaboratively.
• Work as a team member to:
• Standardize, streamline and improve overall Administrative processes throughout the organization.
• Help resolve organizational administrative issues and work on solutions as a group.
• Complete team work assignments
• Proactively coordinate managers' daily Outlook calendars and schedules with full responsibility for scheduling and prioritizing managers' appointments, meetings, conferences and calendar:
• Coordinate appointments, including commitments of time. Advise manager of appointments and other commitments that might have a bearing on future decisions.
• Organize, plan, prioritize, coordinate, schedule and verify appointments, meetings (in-person, phone conferences, web-based), conferences, and training for corporate managers and…