Administrative Assistant 11D25

An Administrative Assistant plays a crucial role in ensuring the smooth operation of an organization by providing administrative support to executives, managers, and teams. In the role of Administrative Assistant 11D25, you will be responsible for overseeing a variety of tasks that include managing schedules, organizing office operations, and handling communication between the organization and outside parties. Your ability to multitask, your keen attention to detail, and your effective management of time will contribute significantly to the productivity and efficiency of our team. You will also serve as a point of contact for internal and external stakeholders, requiring excellent organizational and communication skills. The ideal candidate for this position will be proactive, resourceful, and capable of working independently to meet deadlines and handle multiple priorities. Additionally, you should be comfortable in using and learning a variety of software tools to assist in administrative tasks, reporting, and communication.

Responsibilities

• Organize and maintain executive schedules, ensuring all appointments are prioritized and well managed.
• Coordinate travel arrangements and prepare comprehensive travel itineraries for executives and staff.
• Manage incoming and outgoing communications including phone calls, emails, and documents.
• Prepare agenda, organize and coordinate meetings, rooms, and presentation materials.
• Perform general office duties such as ordering supplies, filing documents, and maintaining records.
• Assist in the preparation of regularly scheduled reports and presentations for management review.
• Act as a point of contact for internal and external clients, delivering excellent customer service.
• Maintain professional and effective communication skills with colleagues, managers, and external partners.
• Offer administrative support for special projects or events within the organization as needed.
• Ensure confidentiality and security of sensitive organizational information and data.
• Track deadlines, commitments, and follow-up tasks to ensure projects remain on schedule.
• Provide assistance in budget management, expense tracking, and the processing of invoices.

Requirements

• High school diploma or equivalent; additional qualifications in office administration are preferred.
• Proven experience as an administrative assistant or in a relevant administrative role.
• Proficiency in MS Office Suite and office management software; experience with database management.
• Excellent written and verbal communication skills tailored for professional environments.
• Strong organizational and multitasking abilities with high attention to detail.
• Ability to handle confidential information with discretion and maintain privacy standards.
• Strong problem-solving skills and the ability to proactively address challenges and obstacles.