Administrative Assistant

Posting ID : A1068475511
Date Posted : 2015-08-18
Category : Admin Office

Title:Administrative Assistant

Reports To:Executive Assistant

Level: Administrative

The position will serve as the Administrative Assistant and will work directly with the Executive Assistant providing administrative support to staff. Assignments are carried out in accordance with standardized procedures and general work instructions that require following appropriate format and methods. Detailed work instructions are provided for non standardized work assignments. The Administrative Assistant will be responsible for quality control on all documents and materials generated.

Position will provide administrative support and will be responsible for the following duties:

Receive and route visitors, telephone calls, and fax inquiries.
Create, collate, and distribute various types of communication documents; including letters, memoranda, meeting agendas and minutes, reports, and other correspondence as requested.
Handle data entry and database management including the donor management database as requested and generating form letter responses in a timely manner.
Ensure office appearance is up to professional standards through organizing, modest cleaning, and occasional refuse disposal.
Maintain calendar and schedule appointments for President and conference rooms.
Organize meetings by managing the session logistics, sending invitations/notices/requests, coordinate responses, and transcribe the notes and minutes of meetings; disbursing as needed.
Keep official records, act as custodian of official documents, and maintain all related materials and filing system for projects.
Assist in event registration processes and prints name badges when requested.
Prepare material for bulk mailings and agency newsletters while creating and maintaining company mailing lists.
Aid with the maintenance of websites and other social media as requested.
Print or order staff business cards and badges as needed.
Distribute or courier marketing/promotional materials to various organizations and vendors as requested.
Order, purchase, or secure general goods and consumables for office.
Perform all other related duties as assigned.


Academic Credentials
Qualifications include an Associate Degree preferably in communications, marketing, or journalism and at least three years work experience in an office as well as proficiency with Microsoft Windows, Word, Excel, and PowerPoint. Webpage editing and database management knowledge a plus.

Other Requirements
Research information requests.
Able to maintain confidentiality.
Demonstrates high level organizational skills including logistics, file maintenance, and establishment of office systems/processes.
Ability to function independently, make decisions in accordance with established regulations, procedures and policies; work on own initiative without continual supervision.
Must be able and willing to work a slightly varied schedule due to project deadlines as requested.
Communicate effectively both orally and in writing, with knowledge of proper English grammar, punctuation, and spelling.
Ability to travel, have a valid driver's license, and insurance coverage of $100,000/300,000.
Ability to effectively represent our company as the backbone organization for numerous boards and entities.

Incumbent works with staff as requested. May work under the guidance of the Executive Assistant to support the work of the Workforce Board and associated committees. Will work closely with representatives from other agencies, the U.S. Department of Labor, legislators, and members of the general public as it relates to the undertakings of our company.

Work is performed in an office environment. Some travel is required but generally short distances. Must be able to lift about 25 pounds as some duties require packaging and delivery or meeting set up with equipment and consumables.

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