Broad knowledge of department policies, practices, and procedures. Broad knowledge of personal computer software, on-line applications, office equipment, and filing systems.
Typically possesses three to four years experience performing thorough administrative, secretarial, and clerical functions.
The administrative assistant-level 3 is a high-level administrative position. Under minimal supervision, performs a variety of both complex and routine administrative duties that may include balancing multiple tasks simultaneously.
Performs duties of a high confidential nature that require comprehensive knowledge of organizational policies, practices and procedures. Sets up meetings.
Responsible for ordering supplies and setting up offices/computer equipment for new hires.
Requires judgment and confidence in handling interpersonal relations. Works on special projects as needed.
May provide work direction to lower level administrative staff in the same department or unit.
High School degree and 2-4 years of office experience or equivalent, relevant experience. May require relevant college courses.
Ability to coordinate the schedule of an Executive VP and other managers.
Proficient in Microsoft Word, Excel, and Outlook and related software.
Typing - 50wpm
Day-to-Day Responsibilities/Workload:
You will support the team who is managing our large-scale efforts to upgrade our Next Generation Enterprise Resource Planning Software System.
Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, presentations and other documents. Organizes and maintains databases, libraries, and knowledge repositories, implementing systems to enhance accessibility and efficiency in accessing research materials and reports
Takes ownership of planning and executing meetings, ensuring seamless logistics, agenda preparation, taking notes, action item tracking and monitoring, and coordination of attendees' schedules
Utilizing business software and Artificial Intelligence to draft correspondence, create reports and presentations, and ensure timely follow-up on action items.
As directed, prioritize and route correspondence effectively Oversees the preparation of expenditure approvals and purchase orders for general office procurement needs, ensuring compliance with budgetary guidelines and financial regulations.
Ensures preparation and dispatch of all incoming and outgoing executive mail and confidential documents
Provides well-researched data and analysis including but not limited to project planning, resource allocation, and special initiatives
Collaborates with cross-functional teams on special projects requiring in-depth research and analysis, providing valuable insights to drive project success
Handles sensitive and proprietary information while maintaining a high degree of confidentiality and professionalism
A material job duty of all positions within the Company is ensuring the protection of all its physical, financial and cybersecurity assets, and properly accessing and managing private customer data, proprietary information, confidential medical records, and other types of highly sensitive information and data with the highest standards of conduct and integrity.
Required Skills/Attributes:
Four or more years of experience performing advanced administrative, secretarial, and clerical functions.
Experience with Microsoft Office Suite including Outlook, Teams, Notes, Word, Excel, PowerPoint and CoPilot.
Experience navigating through and using SharePoint. Experience creating files in MS Notes.
Experience managing and prioritizing multiple calendars.
Applicant Notices & Disclaimers
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At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 22.19/hr.
