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Summary
The administrative assistant provides high-level administrative support to company leadership and HR by conducting research, preparing statistical reports, handling information requests and performing administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, preparing expense reports, coordinating travel and scheduling/supporting  meetings for leadership and customers.  

Essential Functions

  1. Prepare reports, memos, letters and other documents using MS Word.
  2. Answer phone calls and direct calls to appropriate parties or take messages.
  3. Record, type and distribute meeting minutes.
  4. Greet visitors and determine whether they should be given access to specific individuals.
  5. Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
  6. Perform general office duties such as ordering office supplies.
  7. Provides visitor and meeting support by ensuring adequate work space and ordering meals as needed.
  8. Open, sort and distribute incoming correspondence, including faxes and email.
  9. Make travel arrangements for leadership.
  10. Maintains Outlook calendars for leadership team.
  11. Assists HR Manager with scheduling interviews, creating employment files, new hire orientation and safety. 

Competencies

  1. Advanced computer skills in MS Office Suite: Word, Excel, Outlook and PowerPoint.
  2. Communication proficiency in oral and written form.
  3. Time Management.
  4. Collaboration Skills.
  5. Personal Effectiveness/Credibility.
  6. Flexibility.
  7. Professional presence.

Supervisory Responsibility
This position has no supervisory responsibilities.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. 

Position Type and Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m.  

Travel
No overnight travel is expected for this position. There may be occasional local day travel.

Required Education and Experience

  1. High school diploma. Associate’s degree or bachelor’s degree a plus.
  2. Five years of administrative experience supporting executives.

Work Authorization
Must be a US citizen or Green Card holder in compliance with ITAR regulations. 

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

national origin, disability or veteran status.


Wage

DOE

Experience

Any

Type

Full-time