A/A Administrative Aide

Overview

Job responsibilities include:

 

Administrative support:

• Word processing/EB Correspondence
• Develop and maintain spreadsheets
• Maintain department records
• Format presentations
• Manage inventory control and ordering of office supplies
• Initiate and track service for department copiers and telecommunications equipment
• Coordinate hospitality for major milestone reviews
• Process visit requests for department employees
• Mail and paycheck pickup and delivery
• Maintain department organization charts
• Coordinate new employee onboarding
• Travel reservations and preparation of expense reports
• Coordinate facility moves
• Communication work orders
• IT software and hardware requests
• Employee severance and retirement preparation

Assist the manager:

• Schedule and facilitate meetings
• Review and triage email
• Prepare and send emails for manager (e.g. delegation of signature authority)
• Take actions to facilitate and prepare manager’s response to requests requiring coordinated input from the staff
• Answer manager’s phone and take messages
• Responsible for collecting, organizing and preparing weekly status reports for meetings with upper management
• Monitor, review and analyze trends for key department metrics and develop summary data, graphs and charts

Other responsibilities include:

• Maintain weekly department metrics
• Administer manager’s action item list
• Record and distribute action items for meetings
• Conduct research using EB Data Monster and provide detail and analysis to management
• Print wire markers/cable tags

Expectations:

• Candidates will be expected to accept assignments directly from department staff relying on supervision only to provide occasional prioritization of conflicting need
• Occasional overtime may be required to meet department commitments

Qualifications

Required:

• High School diploma or equivalent
• 1-5 years of administrative related experience 
• Ability to type 45 WPM
• Knowledge in Microsoft Office applications (Word, Excel, Outlook and PowerPoint) and have experience preparing spreadsheets and documents

Skills

 

• Demonstrated ability to concurrently complete multiple assignments
• Well-developed verbal and written communications skills
• Maintain confidentiality with regard to personnel and company sensitive matters
• Complete work accurately and in accordance with company policies, procedures and program instructions while meeting schedules - attention to detail is essential
• A team attitude and a demonstrated ability to work well in a team environment and with other organizations
• An eagerness to learn and grow as an employee, and take on new challenges in preparation for future opportunities