Administrative Associate

Summary of This Role

Answer telephones, screen calls, and take messages so callers/visitors are dealt with promptly, courteously, and accurately. Transcribe, type, format, and proof read a variety of material using word processing, presentation, graphics and spreadsheet software. Coordinate internal and external meetings. This may include scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available. Manage the appointments and schedules of staff in the unit. Activities may include distributing incoming mail, preparing outgoing mail, filing, maintaining office supplies or other inventory.

What Part Will You Play?

• Acts as the central point of contact for visitors, supporting management or a functional group. Greets visitors, clients, or guests, in person or over the phone. Transfers callers or takes a message and delivers in a timely manner.
• Performs a mix of administrative and low-level management tasks, to include answering telephones and email correspondence, managing filing systems, sending, receiving, and sorting mail, organizing meetings and coordinating inter-office communications. Compiles and analyzes basic information for inclusion in reports or presentation materials and prepares charts, graphs, or tables, as directed.
• Coordinates with people to schedule meetings and appointments. Reserves conference rooms or Meet Me Lines for conference calls. Collects and compiles needed information. Creates meeting agendas. May document meeting minutes.
• Receives and responds to routine correspondence following established procedures not requiring management review.
• Maintains/updates office supply inventories, as directed. Maintains paper restocking for fax machines and printers.

What Are We Looking For in This Role?

Minimum Qualifications

• High School Diploma or Equivalent
• Typically No Relevant Experience Required

Preferred Qualifications

• Associate's Degree
• Administrative Assistant or Business Administration
• Typically Minimum 2 Years Relevant Exp
• Customer service or administrative support
• Administrative Assistant certification (i.e. Certified Administrative Assistant, International Association of Administrative Professional)

What Are Our Desired Skills and Capabilities?

• Skills / Knowledge - Has substantial understanding of the job and applies knowledge and skills to complete a wide range of tasks.
• Job Complexity - Works on assignments that are routine to moderately difficult, requiring some decision in resolving issues or in making recommendations.
• Supervision - Normally receives little instruction on daily work, general instructions on newly introduced assignments.
• MS Office - Create Word, Excel, and PowerPoint presentations for divisional use and correspondence