Administrative assistant

Intake Notes

Administrative III

Maintains documentation for the department which will require constant communication with the regional management

• Schedules meetings, video conferences, travel itineraries, etc. for assigned personnel and keeps calendars / appointments
• Maintains contact with supervisor or other department members who are traveling or otherwise away from the office
• Schedule vendors and manage their work when onsite.
• Attends FAC BU (Facilities Business Unit) meetings taking notes and distributing materials as required.

o Examples, copy room, break room, fac supply inventory.

• Composes emails and correspondence as necessary
• Creates and modifies original presentation materials based on general input from supervisor
• Prepares expense reports and reconciles appropriate charges
• May be required to answer phone calls, greet visitors, and maintain office appearances
• Distributes mail, e-mail, faxes, etc. within company
• Sets up and maintains physical and electronic filing system(s) such as SharePoint
• Performs other duties as required, see physical requirements below
• Maintains contact with supervisor and / or other department members
• Support Shipping / Receiving creating shipping labels and MSR’s
• Support internal / external purchasing needs

Field Work / Physical duties

• Must be able to lift lbs or more with two person lift
• Set up conference / training rooms and copy rooms
• Various hours standing / walking.
• Drive pool vans, driving record in good standing
• Assist FAC (Facilities) department with various physical set up / staging requests.
• Support warehouse functions as needed or requested.. ie fork truck certification, crating / uncrating, moving pallets with pallet jack

Qualifications :

• Must be flexible and adaptable for changing priorities.
• Must be customer service oriented for both internal and external customers.
• Minimum two years of clerical / secretarial experience or a demonstrated proficiency in administrative office support skills
• Competency in computer skills including Office (Word, Excel, Teams, Outlook, SharedPoint etc..); intermediate skills.
• High school diploma or equivalent
• Up to two years of additional education in office administration, business administration or formal secretarial training may be substituted for up to two years of experience on a year for year basis

Employer / Minorities / Females / Disabled / Veterans

Responsibilities : ? Maintains documentation for the department which will require constant communication with the regional management ?

Schedules meetings, video conferences, travel itineraries, etc. for assigned personnel and keeps calendars / appointments ?

Maintains contact with supervisor or other department members who are traveling or otherwise away from the office ? Attends departmental meetings taking notes and distributing materials as required ?

Compiles and condenses routine and special reports or other information as requested ? Composes letters and correspondence as necessary ?

Creates and modifies original presentation materials based on general input from supervisor ? Prepares expense reports and reconciles appropriate charges ?

May be required to answer phone calls, greet visitors, and maintain office appearances ? Distributes mail, e-mail, faxes, etc.

within company ? Sets up and maintains filing system(s) ? Performs other duties as required Qualifications : ? Minimum two years of clerical / secretarial experience or a demonstrated proficiency in administrative office support skills ?

Basic computer skills including word processing, spreadsheet and graphic applications (Word, Excel, PPT) ? High school diploma or equivalent ?

Up to two years of additional education in office administration, business administration or formal secretarial training may be substituted for up to two years of experience on a year for year basis Equal Opportunity Employer / Minorities / Females / Disabled / Veterans

Last updated : 2024-07-19

Salary : $25 - $30