Administrative Assistant II

JOB FUNCTION/PURPOSE

This is a part time Administrative Assistant position for a Portfolio Manager in Austin Texas. Admin will report to Summit office.

RESPONSIBILITIES

• Manages the workflow of a specific department or team.
• Answers and directs phone calls, including distribution of off-hours messages.
• Assists and directs all guests, clients and customers for meetings, appointments and service.
• Performs general office support duties including: copying, filing, mailing and faxing; maintaining office directories and filing systems; managing office supplies. May also perform support tasks related to customer service, finance and human resources as needed.
• Schedules meetings, books conference rooms and assists in meeting support. Initiates action items from manager’s meeting notes and distributes accordingly.
• Prepares basic correspondence (email, letter, etc.) as directed by manager and appropriate team members
• Coordinates catering for events.
• Assists manager with special projects as needed.
• Other duties as assigned (region specific).

Education/Experience: High School Diploma or GED and 2-3 years related experience.

Technical: Intermediate proficiency with Microsoft Office applications & internet. Working knowledge of Concur & expense tracking. Ability to use Lync. Ability to learn CMMS, CAD & Hansen (may vary). Advanced math skills including debits & credits. Working knowledge of post office protocol, bulk mail processing, work order systems & handling. Working knowledge of accounting functions including payroll, purchasing and month-end close.

Communication: Communicates clearly & professionally. Contributes to a positive internal & external customer experience. Maintains composure in challenging situations. Collaborates with others. Asks for constructive feedback.

Problem Solving & Quality: Pays attention to detail. Identifies & solves problems. Escalates issues accordingly. Checks work for quality. Shares suggestions to improve quality & productivity.

Managing for Results: Works independently with minimal supervision. Takes projects to completion. Follows all company policies & SOPs. Manages multiple tasks. Demonstrates flexibility in workflow & scheduling.

Leadership & Initiative: Demonstrates a positive attitude. Acts in accordance with company vision, mission & values. Takes accountability for own performance. Willing to take on additional assignments. Seeks out opportunities for development.

PHYSICAL DEMANDS

The work environment is characteristic of an office environment: sitting, standing, walking, bending and lifting are required to perform job responsibilities. The employee must occasionally lift and move up to 20 lbs.

TRAVEL

Limited – as needed.

An Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.