Administrative Assistant

Job Summary

Role Definition: Provides administrative support and coordination activities for a team of people.

Responsibilities

• Answering telephone, taking messages and answering routine questions.
• Maintaining vacation schedule and master schedule of whereabouts for staff.
• Maintaining master copies of organizational policy and procedure manuals and keeping them up-to-date.
• Typing and distributing memos, meeting minutes and presentations for staff.
• Facilitating domestic and international travel arrangements; assisting in payments, expense processing, and charge card reconciliation.

Requirements

• Degree Requirement: Degree or equivalent experience desired

Skills

• Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
• Level Working Knowledge: Accurately gauges the impact and cost of errors, omissions, and oversights.
• Utilizes specific approaches and tools for checking and cross-checking outputs.
• Processes limited amounts of detailed information with good accuracy.
• Learns from mistakes and applies lessons learned.
• Develops and uses checklists to ensure that information goes out error-free.
• Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
• Level Working Knowledge: Demonstrates experience participating in productive collaborative processes.
• Under guidance, initiates collaborative meetings.
• Assists in communicating shared goals with diverse groups and parties.
• Helps promote collaboration across generations, functions, regions, and levels.
• Helps solve business problems and meet business goals through collaborative processes.
• Effective Communications: Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
• Level Working Knowledge: Delivers helpful feedback that focuses on behaviors without offending the recipient.
• Listens to feedback without defensiveness and uses it for own communication effectiveness.
• Makes oral presentations and writes reports needed for own work.
• Avoids technical jargon when inappropriate.
• Looks for and considers non-verbal cues from individuals and groups.
• Flexibility and Adaptability: Knowledge of successful approaches and techniques for dealing with change; ability to adapt to a changing environment and be comfortable with change.
• Level Working Knowledge: Adjusts to new or changing assignments, processes, and people.
• Demonstrates willingness to listen to other opinions.
• Provides examples of shifting from task to task.
• Identifies and considers alternative approaches to situations or problems.
• Accepts new or radical ideas with an open mind; avoids snap reactions.
• Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.
• Level Working Knowledge: Recognizes changing demands and priorities; validates changes with management.
• Obtains information about how current assignments contribute to organizational goals.
• Completes current work according to assigned priorities.
• Responds to day-to-day operational priorities while still making progress on project work.
• Performs at least 2-3 concurrent activities without reducing productivity.
• Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems; ability to apply knowledge of problem solving appropriately to diverse situations.
• Level Basic Understanding: Explains the value of a disciplined approach to problem solving.
• Describes problem reporting and escalation practices.
• Utilizes accepted procedures for problem analysis and resolution.
• Identifies key aspects of problem-solving techniques used in own area.
• Office Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
• Level Working Knowledge: Arranges meetings, schedules rooms, equipment, refreshments, etc.
• Operates and maintains standard office equipment such as copiers, faxes, phones.
• Distributes internal and external correspondence to appropriate recipients.
• Coordinates travel arrangements and expense reimbursements.
• Orders, stocks and distributes office supplies.
• Microsoft Office: Knowledge of Microsoft Office; ability to use the features and functions in Microsoft Office products.
• Level Working Knowledge: Uses basic features of two or more Office applications.
• Differentiates tradeoffs between using Word and PowerPoint for developing a presentation.
• Operates basic Microsoft desktop applications to achieve certain requirements.
• Converts Word tables to Excel spreadsheets and vice-versa.
• Compares the key differences between current and prior releases of Office.

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