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N00024 – Administrative Assistant

Full-time Position



Position Overview: The Executive Assistant provides administrative support for executive management which includes screening calls, making travel and meeting arrangements, preparing reports and financial data, and assists with all administrative support needs.



  • Technical Proficiency: Must be able to apply the technical knowledge and skills required to achieve the expected outputs.
  • Customer Service: Demonstrates concern for meeting internal and external customers’ needs in a manner that provides satisfaction for the customer within the resources that can be made available.
  • Personal Effectiveness/Credibility: Ability to promise and deliver results, build effective relationships and establish a reliable track record.
  • Communication Proficiency: Comfortable using a broad range of communication styles, and ability to choose appropriate, effective ways to communicate to different audiences in diverse situations.
  • Flexibility: Is open to change and new information; adapts behavior and work methods in response to new information, changing conditions, or unexpected obstacles. Adjusts rapidly to new situations warranting attention and resolution.


Specific Responsibilities:

  • Supports the team by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Assist with scheduling executives’ appointments for meetings, conferences, teleconferences, and travel arrangements.
  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries, and maintains a high level of customer service in all internal and external communications.
  • Maintains customer confidence and protects operations by keeping information confidential.
  • Organizes and maintain files and records.
  • Prepares and edits correspondence, reports, and presentations; conducts research.
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
  • Prepares check requests, credit card reconciliations, travel expense reimbursements and purchase orders.
  • Assist with scheduling interviews and follow up correspondence.
  • Answer incoming telephone calls and sort mail.
  • Contributes to team effort by assisting with projects as needed.
  • Provide backup administrative support to other departments as necessary including providing back up to the front reception area.
  • This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.


Minimum Qualifications

* Associates or Bachelor’s degree preferred.

* Minimum 3 years of administrative support work, preferably for executive level staff.

* Requires strong computer and internet research skills, including Microsoft Word, Excel, PowerPoint, and Outlook.

* Excellent interpersonal skills and "can do" attitude are required.

* Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.