This opportunity is for the person who can be a team player, work in a fast-paced environment, and be committed to providing administrative support while being able to creatively problem solve, prioritize tasks in a shifting. They are results orientated, who takes their pride in getting the job done. A Drill Sergeant, detail oriented, timeline sensitive and Results Driven. Someone who demands the answers needed, so can always be in the know. Someone who is good at managing me and the process.
Provides more complex administrative support and project coordination. Answers phones, screens calls, takes messages, and routes to appropriate members and staff. Greets Client visitors or outside vendors. May monitor and or respond to routine email inquiries for others. 15 percent Manages multiple calendars and schedules and plans meetings. Arranges special events requiring solid understanding of event planning and coordination. Makes travel arrangements for the department head and or staff members. 20 percent Coordinates project proposals and recommends updates to department documents. 15 percent
Additional Job Details
This job's purpose and primary focus.
Provides advanced administrative support, using Microsoft Office software on Macintosh to prepare correspondence, spreadsheets, reports and presentation material. May direct the activities of other staff in support of assigned duties or projects (without supervisory responsibility). Manages staff calendars and department files. Handles mail and telephone calls. Coordinates and organizes special projects and events. Coordinates and participates in budgeting process. Handles sensitive and confidential material.
The primary job duties this position is responsible for achieving are listed in order of importance.
Manages calendars, arranges appointments, meetings anticipating organizational and leadership priorities. Plans travel itineraries. May direct others in doing some aspects of this work. Establishes/maintains complex departmental filing systems including confidential departmental files and records. Directs others in sorting and routing department mail. Reviews/screens manager's mail, researches issues and provides recommendations.
May answer telephone inquiries, takes and relays messages and greets visitors but usually directs others doing this work. Screens telephone calls/visitors, refers to appropriate staff member. Explains Departmental, Division and LUCID policies and procedures in response to inquiries. May provide information to top level management, Board Members and external customers or stakeholders in a manner that requires in depth knowledge and understanding. Uses a variety of word processing software to type letters, reports and presentation materials. Composes significant amounts of correspondence on own initiative without supervisor's review. May include confidential information. Performs desktop publishing on a more routine basis. Proofreads documents for typographical, spelling and content errors.
Plans, coordinates and implements space and equipment changes for a large Department or Division. May operate a variety of office equipment. May place orders for supplies and office equipment. May be responsible for basic computer and software planning, instruction and implementation for a broad range of staff. Tracks/monitors budgets, posts data to ledgers. Reconciles invoices and resolves discrepancies. Collects data with limited or no direction, formats ad hoc reports. Completes full quality/accuracy review of data and analyzes data and formulates conclusions or recommendations beyond variance reporting. Maintains established databases, generates routine reports from such data. May create more complex spreadsheets/graphs using departmental and LUCID information.
Coordinates and organizes projects, most without direction, schedules complex meetings and prepares materials such as agendas, timelines, reports and presentations. Develops timelines, prepares work plans and sets agendas sometimes without review. Takes minutes, finalizes and distributes minutes without review. Plans, coordinates and implements space and equipment changes for a large Department or Division. May operate a variety of office equipment. May place orders for supplies and office equipment. May be responsible for basic computer and software planning, instruction and implementation for a broad range of staff.
Top Daily Responsibilities
Calendaring, Expense Report Collections/Submission, Meeting Agenda Prep, Meeting Room Set-Up, Meeting Minutes, Email Correspondence, Report Generation and Audits
Candidate Should Have: Strong Proficiency with Microsoft and Reporting Programs, Calendaring Efficiency, Professional Communication Written/Verbal, Tech savvy, QuickBooks knowledge, and undeniable.