Administrative Assistant - III

Description

Hybrid, 3 days on-site/ week to FC

Duties:

• Provides administrative and clerical support to an individual manager, department or group of managers.
• Responsible for maintaining a calendar of appointments, meetings, and events.
• Makes travel arrangements as needed.
• Arranges meetings providing any associated clerical support.
• May take and deliver messages, provide information to callers, set-up and maintain files, prepare and sort mail,.
• Performs routine word processing assignments, proofreads, and prepare routine reports.
• Processes invoices for appropriate signatures and prepares expense reports.
• Maintains inventory of supplies for the department.
• Prepares general correspondence, faxes, and photocopying.
• Coordinates the submission of group timesheets, if applicable to group that individual supports.
• Creates and maintains files.
• May spend significant amount of time coordinating functional administrative activities which support clinical trials, medical information, sales etc.
• In addition to the Administrative Assistant responsibilities provides administrative and clerical support to the department’s interview process, which includes creating, and distributing agendas, collecting assessment forms and scheduling and making travel arrangements.
• Organizes and schedules extra- department meetings.
• Ensures computer equipment, and all new hire materials are arranged for the person’s first day at client.
• Tracks and verifies data using a variety of software to conduct data entry and sorting of information.
• May track department budget as directed by immediate manager.
• Conducts internet searches as directed.
• Creates or may assist in the creation of presentation materials and drafts technical documents as needed.
• Manipulates Excel spreadsheets into different sorts and formats and works with Word, Power Point documents as directed by immediate manager.
• Gathers, collects, records, tracks and verifies relatively complex data and information from multiple sources.
• Liaises with external agencies or organizations to coordinate activities which are important to the function of the department.

Knowledge

• Good verbal, written, and interpersonal skills are required.
• Intermediate to Advanced knowledge and experience using a number of office software such as Excel, PowerPoint, Word, Access, etc.
• Requires knowledge and understanding of administrative and office policies and procedures.
• Refers to specific and detailed procedures and instructions.
• Typically works under limited supervision and may receive general direction on new lines of work or special assignments.

Required Years of Experience:

• 3 years +