Sr Administrative Assistant

Perform⠀administrative⠀functions⠀in support⠀of⠀achieving⠀the⠀department's⠀objectives.⠀Enter and⠀retrieve⠀information⠀contained⠀in⠀computer⠀databases⠀using⠀standard⠀computer⠀equipment⠀and⠀technology⠀(e.g. a⠀keyboard⠀and mouse)⠀to update⠀records,⠀files,⠀reservations,⠀meetings,⠀and answer⠀inquiries⠀from⠀internal⠀and⠀external⠀callers.⠀Transmit⠀information⠀or⠀documents⠀using a⠀computer,⠀mail, or⠀facsimile⠀(fax)⠀machine.⠀Operate⠀standard⠀office⠀equipment,⠀including⠀computers.⠀Prepare⠀letters,⠀memos, and⠀other⠀documents⠀using word⠀processing,⠀spreadsheet,⠀database,⠀or⠀presentation⠀software.⠀Prepare⠀and review⠀written⠀documents⠀(e.g.,⠀daily⠀logs,⠀business⠀letters,⠀memoranda,⠀reports),⠀including⠀proofreading⠀and⠀editing⠀written⠀information⠀to ensure⠀accuracy⠀and⠀completeness.⠀Handle⠀incoming⠀and⠀outgoing⠀mail,⠀including⠀date⠀stamping⠀and⠀distribution.⠀Create and⠀maintain⠀computer-⠀and⠀paper-based⠀filing and⠀organization⠀systems⠀for⠀records,⠀reports,⠀documents,⠀etc.⠀Compile,⠀copy,⠀sort, and⠀file⠀records of⠀office⠀activities,⠀business⠀transactions,⠀and other⠀activities.⠀Prepare⠀and submit⠀expense⠀reports,⠀payroll,⠀and⠀invoices.⠀Prepare⠀and⠀coordinate⠀meeting⠀and travel⠀logistics.⠀Generally⠀complete⠀tasks⠀independently⠀with⠀minimal⠀direction⠀from⠀supervisor.

Follow⠀all⠀company⠀and safety⠀and⠀security⠀policies⠀and⠀procedures.⠀Maintain⠀confidentiality⠀of⠀proprietary⠀information⠀and⠀protect⠀company⠀assets.⠀Speak with⠀others⠀using⠀clear and⠀professional⠀language,⠀prepare⠀and review⠀written⠀documents⠀accurately⠀and⠀completely⠀in a⠀timely⠀manner.⠀Answer⠀telephones⠀and other⠀correspondence⠀using⠀appropriate⠀etiquette.⠀Develop⠀and⠀maintain⠀positive⠀working⠀relationships⠀with⠀others,⠀support⠀team to⠀reach⠀common⠀goals, and⠀listen and⠀respond⠀appropriately⠀to the⠀concerns⠀of other⠀employees.⠀Ensure⠀adherence⠀to quality⠀expectations⠀and⠀standards.⠀Identify,⠀recommend,⠀develop,⠀and⠀implement⠀new ways⠀to⠀increase⠀organizational⠀efficiency,⠀productivity,⠀quality,⠀safety,⠀and/or⠀cost-savings.

CRITICAL TASKS

Policies and Procedures

• Maintain⠀confidentiality⠀of⠀proprietary⠀materials⠀and⠀information.
• Protect⠀the⠀privacy⠀and⠀security⠀of⠀customers⠀and⠀coworkers.
• Follow⠀company⠀and⠀department⠀policies⠀and⠀procedures.
• Research⠀questions⠀and⠀problems⠀and make⠀recommendations⠀for⠀resolution.
• Protect⠀company⠀tools,⠀equipment,⠀machines,⠀or other⠀assets in⠀accordance⠀with⠀company⠀policies⠀and⠀procedures.

Customer Relations

• Address⠀customers'⠀service⠀needs in a⠀professional,⠀positive,⠀and timely⠀manner.
• Actively⠀listen and⠀respond⠀positively⠀to the⠀questions,⠀concerns,⠀and⠀requests⠀of⠀others.
• Proactively⠀assist⠀other⠀employees⠀to ensure⠀proper⠀coverage⠀and⠀service.

Communication

• Discuss⠀work⠀topics,⠀activities,⠀or⠀problems⠀with⠀co-workers,⠀supervisors,⠀or⠀managers⠀using⠀proper⠀discretion.
• Answer⠀telephones⠀using⠀appropriate⠀etiquette⠀including⠀answering⠀the phone⠀within 3⠀rings,⠀answering⠀with a⠀smile in⠀one's⠀voice,⠀using the⠀callers'⠀name,⠀transferring⠀calls to⠀appropriate⠀person/department,⠀requesting⠀permission⠀before⠀placing⠀the caller⠀on hold,⠀taking and⠀relaying⠀messages,⠀and⠀allowing⠀the caller⠀to end the⠀call.
• Speak⠀to⠀customers⠀and other⠀employees⠀using⠀clear,⠀appropriate⠀and⠀professional⠀language.
• Prepare⠀and review⠀written⠀communications⠀(e.g.,⠀emails,⠀memos,⠀documents),⠀including⠀proofreading⠀and⠀editing⠀written⠀information⠀to ensure⠀accuracy,⠀completeness,⠀and⠀timeliness.
• Talk⠀with and⠀listen to⠀other⠀employees⠀to⠀effectively⠀exchange⠀information.

Working with Others

• Treat all⠀employees⠀and⠀customers⠀with⠀dignity⠀and⠀respect.
• Develop⠀and⠀maintain⠀positive⠀and⠀productive⠀working⠀relationships⠀with other⠀employees⠀and⠀departments.
• Partner⠀with and⠀assist⠀co-workers⠀to promote⠀an⠀environment⠀of⠀teamwork⠀and⠀achieve⠀common⠀goals.
• Handle⠀sensitive⠀issues⠀with⠀employees⠀and/or⠀customers⠀with tact,⠀respect,⠀diplomacy,⠀and⠀confidentiality.
• Actively⠀listen to⠀and⠀consider⠀the⠀concerns⠀of other⠀employees,⠀responding⠀appropriately⠀and⠀effectively.

Planning and Organizing

• Make⠀travel⠀arrangements⠀and⠀coordinate⠀logistics⠀including⠀transportation⠀and⠀lodging⠀arrangements.
• Prepare⠀and submit⠀expense⠀reports,⠀payroll,⠀and⠀invoices.
• Coordinate⠀calendars,⠀including⠀scheduling⠀and⠀canceling⠀meetings,⠀and bring⠀high-priority⠀scheduling⠀issues to⠀managers’⠀attention.
• Coordinate⠀meeting⠀logistics,⠀including⠀for large⠀and⠀complex⠀events,⠀and⠀arrange⠀meeting⠀materials⠀and⠀supplies⠀(e.g.,⠀copying⠀and⠀distributing⠀materials,⠀arranging⠀room⠀set-up and⠀necessary⠀food and⠀beverage).
• Prepare⠀and edit⠀presentations,⠀agendas,⠀memos/letters,⠀spreadsheets,⠀press kits⠀and other⠀business⠀documents.
• Take⠀notes⠀during and⠀prepare⠀minutes⠀from⠀meetings.

Physical Tasks

• Enter and⠀locate⠀work-related⠀information⠀using⠀computers⠀and/or⠀other⠀methods.

Quality Assurance

• Comply⠀with⠀quality⠀assurance⠀expectations⠀and⠀standards.
• Identify⠀and⠀recommend⠀new ideas,⠀technologies,⠀or⠀processes⠀to⠀increase⠀organizational⠀efficiency,⠀productivity,⠀quality,⠀safety,⠀and/or⠀cost-savings.

Computers/Software

• Transmit⠀information⠀and⠀communications⠀using a⠀computer.
• Enter⠀and⠀retrieve⠀information⠀contained⠀in⠀computer⠀databases⠀using⠀standard⠀computer⠀equipment⠀and⠀technology⠀(e.g. a⠀keyboard⠀and mouse)⠀to update⠀records,⠀files,⠀reservations⠀and answer⠀inquiries⠀from⠀customers.
• Prepare⠀letters,⠀memos, and⠀other⠀documents⠀using word⠀processing,⠀spreadsheet,⠀database,⠀or⠀presentation⠀software.

Office Equipment

• Transmit⠀information⠀and⠀communications⠀using⠀mail,⠀scanner,⠀or fax⠀machine.
• Operate⠀standard⠀office⠀equipment⠀other than⠀computers⠀such as⠀telephone,⠀typewriter,⠀scanner,⠀fax,⠀photocopier,⠀calculator,⠀and⠀electronic⠀peripherals.
• Ensure⠀necessary⠀office⠀supply⠀inventory⠀is⠀available,⠀and order⠀as⠀needed.
• Ensure⠀all office⠀equipment⠀is in⠀working⠀order,⠀calling⠀maintenance⠀when⠀needed.
• Maintain⠀office⠀areas⠀(e.g.,⠀cubicles,⠀storerooms,⠀conference⠀rooms,⠀etc.),⠀including⠀calling⠀housekeeping⠀and⠀maintenance⠀when⠀needed.