POSITION PURPOSE
The Administrative Assistant (Director Level) will provide administrative support to the Director and the Director's team. They will perform a broad range of administrative duties to support the daily business operation including planning and scheduling meetings, managing customer inquiries, reviewing documents, and planning events. This role requires the ability to take initiative, analyze many factors and use judgment to make informed decisions. They must be able to manage access to confidential business, associate, and candidate information. This role requires excellent communication with all levels of staff whether in person, via email, or over telephone.

MAJOR TASKS AND RESPONSIBILITIES

Coordinate Meeting & Events:

• Manage and maintain leaders' schedules. 
• Make travel arrangements for leaders you support. 
• Prepare agendas and make arrangements (coordinating catering for luncheons, for committee, board, and other meetings, etc.). 
• Direct and maintain office activities and operations (records retention, ordering supplies, personnel issues, parking spots, security, etc.). 
• Attend meetings to note action items and manages follow-up with appropriate parties.

  Develop and Coordinate Communications:
  

  • Open, sort, distribute, and respond to incoming communications (faxes, email, phone calls, etc.).
  • Use software (PowerPoint, Word, Excel, etc.) to create, edit, and share documents (invoices, reports, presentations, emails, financial statements, etc.)
  • Collect and compile information and prepare materials for consideration and presentation by leaders.
  • Review incoming memos, submissions, and reports to determine their use and plan their distribution.
  • Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

    
    Support Team / Department:
    

    • Direct and coordinate with leaders and associates inside and outside department (answer questions, schedule rooms/meetings, make introductions, escalate questions/problems, etc.).
    • Support other associates, leaders, and admins with regular and one-off tasks.
    • Implement and uphold corporate/departmental policies, procedures, and service standards in conjunction with associates and leaders.
    • Manage projects or contribute to committee or team work.

      NATURE AND SCOPE:
      

      Typically reports to Director or Sr. Director
      No direct reports
      May coordinate and work with leader's direct reports and other team members
      Typically requires <10% travel

      ENVIRONMENTAL JOB REQUIREMENTS

      Environment: Located in a comfortable area. Any unpleasant conditions would be infrequent 

      Typically located in a comfortable indoor area. There may be regular exposure to mild physical discomfort from factors such as dust, fumes, odors, or temperature extremes, loud noise, strong drafts, or bright lights.