Description

• Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
• Performs desktop publishing. Creates and develops visual presentations for the vice president.
• Establishes, develops, maintains and updates filing system for the vice president and the department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
• Organizes and prioritizes large volumes of information and calls.
• Sorts and distributes mail. Opens mail for the vice president. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
• Answers phones for vice president and marketing department. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as CEOs, presidents, senior vice presidents and chiefs. Handles confidential and non-routine information and explains policies when necessary.
• Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the vice president, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Coordinates division of workload with the administrative assistant in community relations.
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Supports market data analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable travel reimbursement, documenting corporate credit card expenses to corporate finance.

Qualifications

• Proven experience as an administrative assistant or office admin assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task