The Administrative Assistant provides administrative support to management of a corporate department. The scope of administrative support will range from general to specialized based on the corporate function supported. The administrative responsibilities will include meeting planning and travel arrangements; communications and correspondence; processing invoices and expense reports; customer service.
The successful candidate will embody and work to reinforce MAA’s Core Values. Those values include:
Appreciating the uniqueness of each individual
Communicating openly and with integrity
Embracing opportunities
Doing the right thing at the right time for the right reasons
Duties and Responsibilities
Provides general administrative support to management and designated corporate function. Provides administrative assistance which will range from routine and customary to varied, specialized and unique to the management and corporate function supported.
Arranges for commercial travel, lodging, and itinerary for executive and/or guests for business meetings and events as needed.
Plans, coordinates and schedules meetings. Prepares and distributes agendas to attendees in advance. Records and prepares meeting minutes and distributes to attendees; follows up on action items. Arranges food and beverage service as needed.
Prepares written correspondence, presentations, and other materials for executive communications and presentations. Prepares drafts and proofreads for accuracy, grammar, spelling and style.
Receives and screens phone calls and other communication or triages to appropriate individual(s) for action or response.
Actively monitors and manages the calendar of executive. Accepts and schedule meetings as appropriate. Reviews and revises schedules as needed.
Prepares and processes invoices and expense reports for assigned corporate function. Processes and submits approved invoices to Accounts Payable for payment. Records, researches, tracks, reports and monitors invoices and expenses. May research and gather data for budget preparation. Orders office supplies and services as needed.
Maintains physical and digital records for area of responsibility. May coordinate and/or maintain confidential documentation such as contracts, agreements, or other proprietary information or data.
Performs other related duties as assigned to meet the needs of the business.
Required Qualifications
High school diploma/GED and 3-5 years of administrative support experience required, or an equivalent combination of education and experience.
Preferred Qualifications
Executive or administrative support experience for a department and/or multiple managers preferred
Bookkeeping and/or budgeting experience preferred
Bachelor’s degree preferred
Experience within a specific corporate function (e.g., IT, marketing, HR, etc.) preferred
Knowledge, Skills, and Abilities
Administrative support skills to manage communications, calendar, filing, and other activities on behalf of others
Meeting planning skills to arrange accommodations, prepare agendas, record and distribute minutes, and follow up
General bookkeeping knowledge and/or financial management skills
Proficiency with Microsoft Office applications (Word, Excel, Outlook and PowerPoint)
Skill and ability to clearly and concisely communicate verbally and in writing with professionalism
Skill in applying critical thinking, analysis and problem-solving methods and skills
Knowledge and skills to manage projects, organize, prioritize, and meet deadlines and ensure appropriate follow-up and closure
Flexibility and ability to adapt to changes in demands, expectations and/or deadlines
Attention to detail and accuracy
Ability to maintain confidentiality and maintain appropriate discretion
Physical and Environmental Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Disclaimer
Please note 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.