Administrative Assistant – Operations / Sales

Overview

Assist Operations Manager and other department managers’ requirements for day-to-day operations support of their respective departments within the division. Provide administrative and clerical services in a competent, proactive, and professional manner.

Responsibilities

• Provide general secretarial duties to assigned managers; including, but not limited to: word processing, departmental filing, distributing, photocopying, memos and correspondence, dictation (if required), telephone duties, mail handling, appointment scheduling, and greeting departmental visitors.
• Compile and distribute weekly reports as required by department.
• Proficient customer-service skills in communicating with clients.
• maintain department files; confidentiality is required.
• Assist with correspondence as assigned.
• Maintain contact information and calendar for department.
• Make travel arrangements and hotel accommodations, as required.
• Participate in the scheduling of departmental meetings and all duties associated with meeting planning, as required.
• Support any division initiative as requested and in the absence of other administrative support.
• Liaise with other administrative support within division to ensure coverage when absent.
• Assist with maintaining office organization (including kitchen and mail duties, maintaining the copy room, etc)
• Work assigned work hours to ensure administrative coverage.
• Other duties as assigned; this list should not be considered comprehensive.

Qualifications

• Minimum 1-3 years of administrative support/office secretarial experience / logistics support
• High School Diploma or equivalent GED.
• Proficient and fluent in written and spoken English.
• Proficient in Microsoft Office software is essential (MSWord, Excel PowerPoint, Outlook).
• The role requires the ability to manage several tasks simultaneously, for multiple managers, while meeting deadlines.
• Excellent organizational, analytical, interpersonal and communication skills (written and oral).
• Ability to successfully balance supporting multiple managers.
• Proactive approach and positive attitude are essential.
• Ability to effectively interact with all levels in the organization.
• Must be self-motivated and efficient in completing assigned tasks/projects accurately and on time.