Provide department administrative support primarily to department Vice President and secondarily to the department as a whole, including supporting remote/international employees reporting to the Vice President. This includes a variety of clerical and administrative support tasks which may include preparing agendas and making arrangements including scheduling meetings/calls, travel, etc. for meetings and special events; and/or managing supervisor's and/or department calendar; capturing meeting minutes; drafting and typing presentations/letters/documents using Microsoft Word and Excel and/or presentation software. May also perform basic project management work. Performs other duties as assigned.
Prepares and types presentation materials (including Board level), meeting minutes, letters, memos, emails, correspondence, etc.
Proofs for spelling and grammar.
Enters information into spreadsheets and/or databases
Compiles routine reports, statistics, tables, charts, etc. from readily available information.
Process expenses including travel reimbursement, invoice payments, etc.
Coordinates calendar - supervisor's and/or dept.
Coordinates travel arrangements.
Coordinates events which may include scheduling rooms and/or guest speaker and arranging for routine materials, technology and refreshments.
Provides information via phone, e-mail, mail, etc.
Represents manager in routine/standard situations with various levels of personnel both internally and externally.
Performs office manager duties including requesting repair of shared equipment, as needed, ordering office supplies for the department, etc.
Â· GED or HS diploma
Â· 5 years administrative support or other relevant experience required.
Â· Experience supporting executive level roles as well as multiple executives.
Intermediate knowledge of Word, Excel, PowerPoint and Email. Examples of skill level:
WORD - Using the Reveal formatting pane, merging & splitting table cells, inserting section breaks, inserting section headers & footers; EXCEL - sending worksheets via e-mail, sorting and filtering lists, creating, formatting & modifying tables, calculating sum, average and count values in a filtered table list; POWERPOINT - cropping a clip art object, adding movie clips & sound clips, creating a hyperlink; OUTLOOK - customizing a menu bar, creating a group, creating a group; ONENOTE â creation and use of notebooks, including organizational management. SHAREPOINT â creation and maintenance of SharePoint sites.
Supervisor provides objectives, detailed deadlines & general instructions. Work is reviewed for technical accuracy & compliance with instructions, practice, policy & procedures. EE meets frequently with manager to obtain instructions regarding general phases of work & in some cases as to specific details.
EE uses initiative & an intermediate knowledge of skills, methods & practices & chooses appropriate alternatives from among pre-defined policies & procedures to complete mainly routine work that involves standard problems & decisions. EE should reasonably anticipate roadblock and obstacles and propose/manage viable solutions.