Administrative Assistant - Full-time

Key Responsibilities- Provide administrative support to assigned department employees.
Duties (included but not limited to):
• Perform a wide variety of varied, complex, sensitive, highly responsible, and confidential administrative, secretarial and advanced clerical functions in support of assigned department employees.
• Power Point presentation development.
• Ensures adequacy of office supplies and equipment.
• Receive, sort and distribute incoming mail.
• Receive and interact with incoming visitors.
• Cover the reception desk when required and as needed.
• Provides backup support for other Assistants within the department. Proactively schedules time away from the office with consideration for backup support.
• Maintain strong interpersonal relationships with employees at all levels of the organization.
• Attends the workplace regularly, reports to work punctually and follows a work schedule to keep up with the demands of the workplace.
Supports all departmental employees in the following areas:
• Maintains individual team member calendars ensuring the calendars are up-to-date, contain the pertinent information and proactively resolves scheduling conflicts.
• Coordinates schedules, prioritize functions and appointments, and makes certain that deadlines are met and other duties are carried out seamlessly.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Schedule and organize complex activities, such as meetings, travel, training sessions and department activities.
• Prepare itineraries, agendas, and register staff as needed for meetings and conferences.
• Process and submit expense reports for business expenditures.
• Copy and assembly of agenda, handouts and presentations.
• Maintaining email distribution lists.
• Design and maintain spreadsheets and databases specific to the department.
• Compiles reports from data and existing records.
• Practice and adhere to the “Code of Conduct” philosophy and “Mission and Value Statement”.
• Actively support team efforts during special events and annual meetings.
• Maintains strict confidentiality.
• Keeps the team informed and interacts with other departments as needed.
• Maintains desk guidebook including contact information, profiles for department personnel, and frequently requested company information.
• Proofreads communication, documents, presentations, and other assigned tasks for spelling, grammar, layout, and uniformity, making appropriate changes prior to distribution. Responsible for accuracy and clarity of final version.
• Answer complex functional questions that may require additional research and follow-up.
• Uses interpersonal skills and exercises sound judgment in a variety of situations including but not limited to how duties and responsibilities are completed between co-workers, the supervisory chain, members and suppliers.
• Ensures operation of office equipment, order maintenance when necessary. Troubleshoots malfunction of office equipment.
• Proactively anticipates the needs of the team.
• Accurately follows instructions and/or follows established department protocols and procedures.
• Assists other staff as requested.
• Performs other duties as assigned.
Knowledge, Skills & Abilities
• Knowledge of administrative procedures, grammar, spelling and punctuation to type from draft copy.
• Knowledge of basic arithmetic to make calculations, balance and reconcile figures and make changes accurately.
• Knowledge of Concur and Expensify expense management systems preferred but not required.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with scrupulous attention to detail.
• Strong written and verbal communication skills.
• Ability to anticipate individual team member needs and with great foresight, take care of their needs before the individual is aware of them.
• Ability to work with ambiguity and desire to sort through necessary details to bring issues to closure without prodding.
• Demonstrates proactive approaches to problem-solving with strong decision-making capability.
• Ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Highly resourceful team-player, with the ability to be extremely effective independently.
• Ability to juggle numerous tasks and even after being pulled away repeatedly, must be able to return to the original task and complete it on time.
• Comfortable insisting on getting results they need with diligent follow-up without being confrontational.
• Adept at getting things done. Actively managing team calendars handling tasks that are non-essential to the individual's job role.
• Ability to focus and manage multiple conflicting priorities without loss of composure.
• Self-starter that works effectively without constant and direct supervision or guidance and capable of independent thought and independent action.
• Being conscious of other's reactions and practice tact, diplomacy and flexibility to respond effectively and appropriately.
• Accountable, confident and professional.
EDUCATION
• Bachelor's degree preferred

EXPERIENCE
• Strong work tenure: 3 to 5 years of experience supporting C-Level Executives, preferred; maybe substituted with 7+ years of departmental support
• Advanced knowledge in Microsoft Office (Outlook, Word, Excel, and Power Point) required
• Intermediate knowledge of Visio preferred but not required
• Typing proficiency of at least 50-55 words per minute


Staffmark is committed to providing equal employment opportunity for all persons regardless of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin, citizenship status, disability or veteran status.

EDUCATION • Bachelor’s degree preferred EXPERIENCE • Strong work tenure: 3 to 5 years of experience supporting C-Level Executives, preferred; maybe substituted with 7+ years of departmental support • Advanced knowledge in Microsoft Office (Outlook, Word, Excel, and Power Point) required • Intermediate knowledge of Visio preferred but not required • Typing proficiency of at least 50-55 words per minute