Assistant Administration Professional

Job Description Summary

Perform a number of routine tasks following set procedures in the field of Administration/Support/Service. Some problem-solving ability is required.

Job Description

Responsibilities:

• Produce, update, and provide best practice support on a wide range of Microsoft documents, databases, and other departmental systems.
• Prepare routine letters, email, minutes of meetings, and reports for approval by more senior colleagues or a senior executive.
• Arrange venues, equipment, catering, accommodations, and travel for participants arriving from various locations to ensure the smooth running of medium-scale events.
• Assign short-term work schedules to a team of subordinates in order to achieve expectations while following established timelines.
• Help others get the most out of internal communications systems by offering support and advice.
• Create a local document management system for an office or department.
• Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.
• Provide operational support by performing a range of routine activities using existing systems and protocols.
• Help manage clients by carrying out standard activities and providing support to others.
• Help manage internal clients by carrying out standard activities and providing support to others.
• Produce accurate reports for others by collecting data from a variety of standard sources and inputting it into standard formats.
• Help others get the most out of data management systems by providing support and advice.
• Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.
• Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.
• Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.
• Supervise a team performing routine work.
• Design own monthly schedule and, if necessary, assign work to others in order to speed up office workflow and ensure high-priority tasks get done.
• Develop knowledge and understanding of the organization's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.
• Support others by carrying out a range of procurement activities. Involves following established procedures.
• Prioritize own workflow and ensure work is completed to the required standards of productivity, quality, and timeliness; use performance management systems to improve personal performance.
• Monitor and analyze data using budgeting systems and protocols.
• Provide instruction and informal advice to less experienced colleagues within the team to develop their skills.

Skills:

• Works without supervision and provides technical guidance when required on planning, organizing, prioritizing and overseeing activities to efficiently meet business objectives.
• Uses clear and effective verbal communications skills without supervision and provides technical guidance when required on expressing ideas, requesting actions and formulating plans or policies.
• Supports business processes without supervision by understanding and effectively using standard office equipment and standard software packages, while providing technical guidance as needed.
• Works without supervision and provides technical guidance when required on developing, monitoring, interpreting and understanding policies and procedures, while making sure they match organizational strategies and objectives.
• Works without supervision and provides technical guidance when required on analyzing data trends for use in reports to help guide decision making.
• Works without supervision and provides technical guidance when required on acquiring, organizing, protecting and processing data to fulfill business objectives.
• Uses an understanding of numerical concepts