Administrative Assistant Jobs

JOB SUMMARY:

The Administrative Assistant is responsible for the day-to-day administration and management of schedules, communications, and projects for the Director, Strategic Action. They will provide high-level administrative support to ensure they can efficiently accomplish key tasks and company initiatives. They keep the executive’s communications organized so that they can easily access the most important information without having to sort through low-priority items. The Administrative Assistant screens all visitors and determine what level of support they need while offering polite and professional customer service. They manage the executive’s daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging for transportation.

ESSENTIAL FUNCTIONS:

Program Administration (approximate 70% of effort):

• Oversees communication and correspondence for the President & CEO and Executive Vice President, redirecting email or mail as appropriate, editing and/or drafting emails and memos on their behalf
• Meet and greet incoming dignitaries, support the successful execution of logistics, military protocol, and communications for guest
• Manages logistics, planning and calendars for the President & CEO
• Monitor meetings, take minutes, and publish correspondence notes to personnel.
• Manage and process invoices and financial expenses for the Executive office
• Review documents and creates presentations

Other Duties as assigned (approximate 30% of effort)

• Execute a variety of projects assigned by the Director of Strategic Action

Required Job Qualifications

Education and Experience Requirement(s):

• Bachelor’s degree in related field or equivalent 4-6yrs work experience
• Experience working in a military setting/environment (Preferred)

Knowledge, Skills, and Abilities Required:

• Strong adaptability to stressful situations.
• Detail-oriented and thorough in completing work tasks.
• Exceptional interpersonal skills, ability to build relationships, solid teamwork, and problem solving.
• Knowledgeable of Air Force or military protocol.
• Exemplary writing and editing skills with proficiency with Microsoft Office suites and SharePoint.
• Demonstrated ability to exercise integrity, discretion, and ethical decision making in work.
• Ability to managing schedules and people with tact, diplomacy and poise
• Reliable, responsible, and dependable when fulfilling obligations.
• Strong time management skills and ability to prioritize work and meet long-term and short-term deadlines.

WORKING CONDITIONS:

• Operates in a professional office environment with travel to local offices, community partners, and events
• Routinely uses standard office equipment, such as computers, phones, copiers, filing cabinets, and fax machines
• Office hours are 8:30 a.m. to 5:00 p.m. Monday to Friday, subject to modification based on the needs of each program or site

Physical Demands:

The position requires sedentary work (sitting most of the time with no adverse environmental exposure) and occasional exertion of up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The position also includes the following physical requirements:

• The employee is required to communicate and hold verbal conversations with others by means of the spoken word. Employee must be able to exchange accurate information in these situations.
• Movement. The employee in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• The employee in this position needs to be able to operate a computer and other office productivity machinery such as a copy machine and printer.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

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