Administrative Assistant

RESPONISBILITIES:

• Planning and scheduling meetings, conference calls, accepting and/or declining and/or rescheduling meetings for individuals on the team.  Handle scheduling of business appointments.
• Make and/or coordinate travel arrangements including but not limited to; arrangements related to booking commercial flights, hotels, ground transportation and updating itineraries for both domestic and international travel as required.  Coordinating itineraries with others. 
• Prepare and edit correspondence and communications. 
• Mange the coordination of meetings including technology and refreshment set-up, preparation of meeting materials (e.g. agenda and presentation), and recording meeting minutes.
• Coordinate outgoing mail including but not limited to addressing, metering, and certified or registered mail, overnight delivery and intra-company.
• Set-up and maintain departmental and/or management files according to established criteria.
• Event planning responsibilities including but not limited to; planning corporate events, booking related travel. 
• Prepare and process expense reports. Reconcile charges to Corporate and/or business credit card(s) and review, approve, code, and process invoices related to departmental expenses including but not limited to:  setting up vendors, ensuring appropriate insurance coverage is obtained and submitted, and tracking payments to ensure timely payments.
• Processing of invoices related to project expenses including but not limited to; setting up vendors, tracking payments in system to ensure timely payments.
• Maintains a high level of confidentiality with sensitive information.
• Performs other duties, including special projects, as assigned.

EDUCATION/EXPERIENCE REQUIREMENTS: (including certification, licenses, etc.)

• Bachelor’s degree and/or related experience preferred.
• Minimum of 2 years of experience in an administrative assistant role.
• Experience with Microsoft Office including Outlook, Word, Excel, PowerPoint required.
• Experience with video conferencing software is preferred.
• Experience with accounts payable software desirable.
• Experience with office equipment such as printers, copiers, scanners, mail metering machines.

ABOUT YOU:

• Ability to interpret documents such as contracts, agreements, documents, reports, and procedure manuals.
• Demonstration of appropriate judgment and decision making in resolving issues that arise.
• Active, contributing member in a team environment.
• Responsiveness to requests and demonstrated ownership in completing essential tasks and assignments In a timely manner.
• Professional, pleasant attitude and demeanor that positively reflects on the individual as a representative of their Principal and/or the organization they represent.
• Ability to effectively interact and communicate with all levels within the organization, external groups, and boards of directors.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Ability to complete responsibilities and projects with minimal direction/supervision.
• Ability to apply common-sense understanding to carry out instructions.
• Ability to solve practical problems.
• Ability to define problems, collect data, establish facts and draw valid conclusions.