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Administrative Assistant - Officer

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Position Purpose:

This position will provide specialized administrative support to Vice President and department. They will perform a broad range of administrative duties to support the daily business operation including planning and scheduling meetings, managing customer inquiries, reviewing documents and planning events. This role requires the ability to take initiative, analyze many factors and use judgment to make informed decisions. They must be able to manage access to confidential business, associate, and candidate information. This role requires excellent communication with all levels of staff whether in person, via email or over the telephone.


Key Responsibilities:
  • Administrative Duties: Manages Officer calendar, processes expenses, handles correspondence, including typing and drafting emails, memos, and presentations. Compiles information for weekly, monthly, quarterly, and yearly reports. Manages the department budget.
  • Project Coordination: Attends conference calls and meetings to note action items and creates and manages follow-up with appropriate parties. Organizes, prioritizes and coordinates multiple internal and external work activities with the ability to meet deadlines.
  • Event Planning: Coordinates and executes internal and external events; including securing locations, handling logistics, meeting set up and catering as needed.
  • Travel Planning: Arranges travel and all accommodations for both domestic and international travel including but not limited to: Passport/visa requirement if necessary, booking flights, hotel, local transportation and provide comprehensive and detailed itineraries. May on occasion arrange travel for leader's direct reports or internal/external business partners.

Direct Manager/Direct Reports:
  • May coordinate and distribute assignments to leader's direct reports and below officer level Administrative Assistants within the departments.
  • Duties are broad in nature and require the exercise of sound judgment related to assignments.
  • Typically has no direct reports.

Travel Requirements:
  • Typically requires overnight travel less than 10% of the time.

Physical Requirements:
  • Most of the time is spent sitting in a comfortable position and there is frequent opportunity to move about. On rare occasions there may be a need to move or lift light articles.

Working Conditions:
  • Located in a comfortable indoor area. Any unpleasant conditions would be infrequent and not objectionable.

Minimum Qualifications:
  • Must be eighteen years of age or older.
  • Must be legally permitted to work in the United States.

Preferred Qualifications:
  • Associate degree is preferred.
  • Previous experience supporting senior level management, preferably within a large corporate, professional environment.
  • Ability to work well under pressure with composure.
  • High-level proficiency in Microsoft Office suite of products.
  • Proven ability to manage projects and work under pressure.
  • Strong teamwork skills and a strong ability to offer suggestions to improve processes.
  • Ability to work collaboratively with others.
  • Ability to be flexible and adaptable in response to changing priorities and needs.
  • Strong relationship management skills.

Minimum Education:
  • The knowledge, skills and abilities typically acquired through the completion of a high school diploma and/or GED.

Preferred Education:
  • No additional education

Minimum Years of Work Experience:
  • 5

Preferred Years of Work Experience:
  • No additional years of experience

Minimum Leadership Experience:
  • None

Preferred Leadership Experience:
  • None

Certifications:
  • None

Competencies:
  • None

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2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

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This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

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