Administrative Assistant

Administrative Assistant _ TempJOB DESCRIPTION

Summary/Objective: Performs a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to managers, employees, and consultants assisting in daily office needs and managing general administrative activities.

Administrative Assistant II responsibilities include making travel and meeting arrangements, preparing reports, and maintaining appropriate filing systems. Monitor the service process for the client community, support the client needs, aid consultants in the completion of assignments. Provide support and assistance with marketing and media needs. Aid in the upkeep of client contact lists and send out client communications.

QualificationsQualifications Required

• Experience as an Administrative Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Basic to intermediary WordPress and HTML experience
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Demonstrate sound and rational judgment and practical problem solving in a workplace or similar environment
• A helpful, positive, and flexible approach and attitude

Knowledge, Skills, and Abilities

Essential Job Functions

• Provide marketing support
• Assist with the media (AspenRMG) needs
• Update media lists
• Send media newsletters
• Answer and direct phone calls
• Write and distribute email, correspondence memos, letters, faxes, and forms
• Intake new client assignments
• Assign and track client work
• Assist in the preparation of regularly scheduled reports
• Review and edit consultant reports for client submission
• Submit reports to clients
• Invoicing: Send out client invoices, compare consultant invoices to client invoices
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and other administrative staff to handle requests and queries from senior managers
• Ensure the status of open assignments and timelines. Conduct regular and continual follow-up for completion of assignments

Required Education and Experience

Education/Experience

• High school diploma or GED (minimum) required.
• One (1) year experience working in administrative office environment.
• Equipment Operated/Used: Computer, 10-key, copier, printers, fax, scanner, telephone, and other office equipment.
• Special Equipment or Clothing: Appropriate office attire.

1. MENTAL EFFORT

a. Reasoning development

• Follow one- or two-step instructions, routine, repetitive task.
• Carry out detail but uninvolved written or verbal instructions, deal with a few concrete
• variables.
• Follow written, verbal, or diagrammatic instructions, several concrete variables.
• X Solve practical problems; variety of variables with limited standardization; interpret instructions.
• Logical or scientific thinking to solve problems, several abstract and concrete variables.
• Wide range of intellectual and practical problems; comprehend most obscure concepts.

b. Mathematical development

• Simple additional and subtraction; copying figures, counting, and recording.
• Add, subtract, multiply, and divide whole numbers.
• X Arithmetic calculations involving fractions, decimals, and percentages.
• Arithmetic, algebraic, and geometric calculations.
• Advanced mathematical and statistical techniques such as calculus, factor analysis, and probability determination.
• Highly complex mathematical and statistical techniques such as calculus, factor analysis, and probability determination; requires theoretical application.

c. Language development

Ability to understand and follow verbal or demonstrated instructions; write identifying information; request supplies verbally or in writing.

Ability to file, post, and mail materials; copy data from one record to another; interview to obtain basic information such as age, occupation, and number of children; guide people and provide basic direction.

X Ability to make appointments and process mail; write form letters or routine correspondence; interpret writt