Administrative Assistant

Summary: Provide administrative assistant support to VP and Department Staff. Schedules appointments, gives information to internal and outside callers, prepares reports, and relieves Staff of administrative/business details. Perform duties and responsibilities taking into consideration the confidentiality of documents and information handled. Requires excellent organization skills, ability to prioritize, excellent proven interpersonal and customer service skills.

Essentials Duties and Responsibilities:

 Greets and assist all incoming internal/external visitors.Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be routed to Department Staff.Composes and prepares correspondence.Organizes and maintains VP file system.Answers and screens telephone calls, and arranges conference calls.Coordinate VP meetings and appointments. Greets scheduled visitors and conducts to appropriate area or person.Arranges and coordinates travel schedules and reservations for Staff. Coordinate and arranges meetings, prepares agendas, reserves and prepares facilities, and takes minutes of meetings, if needed.Makes copies of correspondence or other printed materials.Prepares outgoing mail and correspondence, including e-mail and faxes.Orders and maintains supplies, and arranges for equipment maintenance.Prepare Power Point presentations, prepare Excel documents, and Department monthly metrics.Backup for President Executive Assistant, if needed.Other duties may be assigned by immediate supervisor.

 

Qualified candidates must meet the following job and skills requirements:Bachelor’s Degree in Office Administration 3 to 5 years related experience.Speaks and writes fluently Spanish and EnglishAbility to add, subtracts, multiply, and divides in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Have knowledge of Microsoft office programs (Word, Power Point, Excel, Outlook). Knowledge in Internet software, Spreadsheet software and Word processing software.