Administrative Assistant

Onsite

Salary $63000-65000

Administrative Assistant performs essential support functions including administrative research, document management, technical editing, workflow tracking, and coordination of office activities. This role requires strong organizational skills, attention to detail, and proficiency in various software tools to enhance communication and mission support.

The Administrative Assistant will:

Research and coordinate actions on issues, ensuring accurate and complete submissions for approval.
Review and recommend improvements for standard operating procedures, drafted directives and coordinate updates.
Review, revise, and submit internal and external notices for approval; provide technical editing for various documents including correspondence, reports, and safety guidance.
Produce and assemble program materials, establish and maintain program files, and track administrative support actions.
Prepare briefings, brochures, and presentations.
Track documents, maintain computer records, identify errors, track workflow, and present findings.
Maintain records as well as paper and electronic filing systems.
Maintain and update knowledge sharing sites using tools like SharePoint.
Maintain calendars and phone lists, prepare and disseminate correspondence, and coordinate domestic and international travel arrangements.
Schedule meetings and assist with meeting preparation, distributing meeting agendas and materials, and transcribing notes and preparing summaries.
Manage office space assignments and coordinate with external space management officials using designated software.
Manage printing, faxing, mailing overnight packages, copying, filing, and organizing e-mail messages efficiently.
Prepare and track office supply orders and reconcile accounts.
Coordinate computer and teleconferencing requirements, troubleshoot issues, and escalate for resolution.
Capture meeting minutes and action items, distribute minutes, and track action items to closure.
Perform front desk reception duties, which may include security monitoring and access
Control, mail distribution, telephone services, and message delivery.

Role requires experience with calendar management, project coordination, documentation management, travel coordination, meeting support, office administration, IT and technical skills. Skill sets needed are organizational skills, communication skills, attention to detail, discretion and confidentiality, problem solving skills, time management, technical proficiency, interpersonal skills, adaptability, and professionalism.

At least two to three years of experience in an administrative support role, preferably in a professional office environment, supporting Executive leadership at a Vice President and Deputy Vice President level.

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Administrative Assistant