Administrative Assistant III

Responsibilities

 

·        Provide administrative support to the Chief of Staff and act as a professional and confidential Administrative Assistant, managing calendar and schedules, screening callers, and arranging appointments, meetings and conferences

·        Manage and update meeting schedules and maintain inventory of meeting materials

·        Project tracking and maintain meeting minutes.

·        Design, establish and maintain a management information system (including physical and electronic files)

·        Prepare reports as directed. Initiate correspondence on a variety of matters requiring an in-depth understanding of departmental and Funds policies, procedures, programs and initiatives; format, create, produce and edit correspondence and other written materials

·        Provide information and assistance to employees, members, trustees and the public in a courteous manner and with sensitivity to the diversity of a multicultural environment

·        Assist in the production and preparation of meeting materials (e.g., agenda, loading of materials on iPads) and manage logistics and the set-up/breakdown for meetings

·        Perform additional duties and projects as assigned by management

 

Qualifications

 

·        Bachelor’s degree or equivalent years of work experience required  

·        Minimum four (4) years Administrative Assistant experience supporting executive staff

·        Intermediate skill level in Microsoft Word, Excel and Outlook required

·        Strong project management experience 

·        Able to take initiative, analyze and resolve complex situations

·        Strong communication and interpersonal skills; able to interact with individuals at all levels and handle sensitive and confidential situations in a professional manner with tact and diplomacy

·        Excellent organizational and administrative skills; ability to follow up and complete multiple tasks simultaneously