Administrative Assistant

How will this role impact First Command?

The Administrative Assistant is a critical component of the team providing high-level, comprehensive administrative support to multiple Senior Vice Presidents and performing a wide range of administrative and clerical duties to assist and support the department to ensure an efficient and effective workflow is maintained.  Requires sound knowledge and familiarity with company policies, procedures, and organizational structure.  Must have strong internal and external customer service orientation, excellent communication (both verbal and written), and strong computer skills.  Should be detail-oriented; possess good organization and follow-up skills and be able to prioritize and adjust focus as required to meet deadlines and accommodate time-sensitive deliverables.  The incumbent will project a professional company image through in-person, email, and phone interactions.

What will the employee do in this role?

Administrative support for the SVPs includes:

• Manages the SVP’s calendar, identifying where the SVPs should be in attendance;
• Arranges the VP’s corporate travel and processes subsequent expense reports;
• Communicates and manages meeting content deliverables from both an intake and outflow perspective for all meetings and functions as lead by the SVP;
• Track action items and follow-ups from meetings, ensuring that all critical deadlines are met;
• Maintain records, documents, and files that are critical to strategy development and execution; and,
• Other duties as assigned.

Performs a variety of administrative and clerical tasks as directed by the SVP including:

• Open, sort, and distribute incoming departmental correspondence
• Process department invoices for payment
• Maintain departmental filing systems; order office/marketing supplies
• Maintain accurate and current departmental documents (i.e. rosters)
• Type meeting notes, action items, etc.
• General photocopying, scanning, e-mailing, printing, and mailing
• Run out-of-office errands as needed

What skills & qualifications do you need?

Education

• High school diploma or equivalent

Work Experience

• A minimum of 5 years’ experience as an administrative assistant
  
  

Required Knowledge, Skills and Abilities

• Must be proficient in Microsoft Office Suite applications, internet research skills a plus.
• Requires excellent verbal and written communication skills.
• Requires excellent attention to detail, and proven ability to work independently and in teams.
• Strong organizational and time management skills.
• Able to set and meet deadlines and prioritize projects with minimal supervision.
• Ability to discreetly handle sensitive information
• Willingness to participate in and/or lead coordination of department events
• Strong ability to anticipate, to be proactive and be a forward thinker
• Ability to interact with all levels within the organization in a professional manner and maintain discretion and confidentiality.

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