Administrative Assistant - HR Dept CR11140

POSITION PURPOSE:Responsible for performing a variety of secretarial and administrative support duties in support of an Executive, where considerable judgment, tact, creativity, and initiative are required. Exercises wide latitude and discretion of action in performance of duties such as developing and implementing departmental procedures, researching and preparing reports for meetings or special projects, providing leadership to administrative support staff, and by maintaining continuity of office operations during superiorâ??s absence.REPRESENTATIVE DUTIES:Under administrative direction, provides support to Executive to relieve him/her of administrative detail. Independently researches and abstracts complex information in preparation for meetings and special projects. Creates and maintains reports and prepares budgets for Executiveâ??s approval. Proofreads and edits work of Executive. May monitor expense reports for Executiveâ??s staff.Develops, implements, maintains, and communicates work procedures to ensure high quality of administrative support and to facilitate a smooth work flow. Assists administrative support staff in developing and enhancing their professional skills through example, training, and counsel.Serves as a liaison between Executives, Managers, Staff, and Visitors as required. Reviews, requests, schedules appointments and meetings, and resolves problems requiring in-depth knowledge of company policies and procedures, and projects in progress.Reads mail, highlights action or important items, and attaches relevant files or information for Executiveâ??s review. Drafts response on more complex correspondence under own signature. Takes independent action on handling management and information requests to determine the appropriate course of action. Ascertains which items should be delegated to subordinate managers, follows up, and informs Executive of action.Administers the departmentâ??s record keeping system. Updates various department records and publications. Ensures that department files are maintained in accordance with departmental policies and procedures. Reviews requests for information and determines the appropriateness of release.REPRESENTATIVE DUTIES (Contâ??d):Interprets and relays company policy information. Keeps Executive informed of any deviation on items requiring personal attention. Trains employees and/or regularly communicates sensitive information to senior management, field management, vendors, and/or customers.Drafts confidential correspondence, edits documents, takes and transcribes meeting minutes as needed, and performs other administrative and secretarial duties.Closely controls calendar, ensuring that direct reports, customers and superiors get on calendar. Prepares Executive for meetings each day, noting locations, agendas, background data, driving instructions, etc.Coordinates Executiveâ??s travel arrangements ensuring compatibility with Executiveâ??s requirements and company policy. Executiveâ??s approval required only in exceptional situations. Verifies accuracy of travel arrangements and prepares personalized travel folder.Performs other duties as assigned.MINIMUM POSITION REQUIREMENTSEDUCATION AND EXPERIENCE:
High school diploma or equivalent is required. Five years of progressively responsible administrative/secretarial experience. Two years must be in an administrative assistant capacity or other closely related experience.SKILLS AND KNOWLEDGE:
Ability to exercise high level of discretion and independent judgment when making administrative decisions and taking action on behalf of superior based on knowledge of company policies and procedures. Ability to work independently on projects, determining method of research, data, and information requirements and analysis techniques. Ability to communicate effectively both verbally and in writing. Ability to coordinate and prioritize multiple projects. Ability to meet deadlines. Ability to establish and maintain effective working relationships with all levels of employees and external contacts. Extensive knowledge of secretarial practices, office procedures and standard office equipment. Extensive knowledge of word processing, spreadsheet, graphics, and presentation computer applications.PHYSICAL/MENTAL REQUIREMENTS:
Position requires discretion in handling confidential information. Concentration is required to handle a variety of diverse tasks accurately. Ability to manage multiple projects within specified time lines is required.EQUIPMENT OPERATED:
telephone, computer keyboard, printer, typewriter, photocopier, fax machine
We are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
REQUIREMENTS
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