The purpose of this job is to provide high-level administrative support for department management/senior management, exercising confidentiality, tact and diplomacy.
Essential Functions:
- Provide administrative support for complex assignments under limited supervision and coordinate the work of other administrative team members as needed
- Complete assigned tasks to meet daily, weekly and monthly deadlines and proactively manage time for ad hoc assignments
- Collaborate with supervisors to resolve administrative challenges and improve department processes and practices
- Update and maintain databases, various spreadsheets and generate reports as needed
- Collaborate with department leadership and team members to plan and coordinate on- and off-site events; assist with selecting venues, food, and activities at direction of manager
- Arrange conference, meeting and travel reservations for managers; assist with reconciliation and preparation of expense reports
- Mentor and support less-experienced members of the administrative team
- Participate in meetings, compose and distribute meeting notes, and create routine correspondence and reports
- Answer telephones, greet visitors, provide information, take messages, or transfer calls/visitors to appropriate individuals
- Operate office equipment and arrange for repairs when equipment malfunctions (e.g., fax machines, copiers, and phone systems)