Administrative Assistant 3

Job Summary

This position is part of the Finance & Corporate Planning team and will be filled at a non-exempt level 4 - 7. The Staff Accounting Assistant plays a key role in providing administrative and operational support to financial team members. This role fosters a positive work environment, builds mutual trust among team members, and aligns the department’s goals with organizational objectives.

Key Responsibilities

• Office Assistance & Support:

  • Schedule meetings, process expense reports, coordinate travel arrangements, and organize team-building and wellness initiatives.
  • Coordinate logistics for employee appreciation, training sessions, events, meetings, and programs, including ordering meals, beverages, and supplies.
  • Set up and manage audio-visual systems for meetings and resolve technical issues.
  • Welcome guests, set up meeting spaces, and manage attendee/speaker communications.
  • Reserve meeting spaces both on and off-site.

• Administrative Tasks:

  • Prepare meeting agendas, record minutes, and track action items.
  • Manage incoming calls, emails, and correspondence.
  • Maintain and organize information files, process paperwork, and oversee office supply inventory.
  • Provide data entry, analysis, and reporting support.

• Team & Employee Engagement:

  • Serve as the wellness coordinator for the financial team.
  • Plan and execute employee team-building activities and wellness programs.
  • Assess the needs and interests of employees to create engaging initiatives.
  • Design team meeting and event flyers.

Job Requirements

Education:

• High School diploma (required).
• Associate degree (required).
• Bachelor’s degree (preferred).

Experience:

• Strong written, oral, and motivational communication skills.
• Proven ability to build rapport and work collaboratively with teams and individuals.
• Experience in organizing, planning, and prioritizing tasks effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with accounting software.
• Strong organizational and time-management skills.
• Experience in facilitating and coordinating team events and meetings.
• Attention to detail and accuracy in work.
• Ability to maintain confidentiality and handle sensitive information.

Behaviors:

• Positive and open disposition.
• Demonstrates dependability by meeting deadlines and following through on commitments.
• Team-focused and supportive, solving problems in a positive and effective manner.
• Exhibits effective listening skills and a positive attitude.
• Organized and able to prioritize tasks independently.
• Works effectively with minimal supervision.

Ideal Candidate Profile

The ideal candidate is motivational, engaging, supportive, proactive, and efficient. They will exhibit strong interpersonal skills, maintain confidentiality, and provide expert-level administrative support to ensure the department operates seamlessly and efficiently.