Under supervision, the Administrative Assistant performs a wide range of routine to advanced administrative duties in support of a program, department or manager(s). Acts as a liaison to internal and external contacts in a manner that promotes the professional image of the Company.
(Typical duties include the following, although specific duties vary by assignment or contract.)
Performs routine to advanced administrative tasks in support of the daily operations of the department.
Using computer system, prepares professional business communication documents including presentations, reports, memos, letters and emails.
Organizes and maintains paper and electronic filing systems for records, correspondence, etc.
Performs administrative duties such as mailing, faxing and distributing correspondence.
Screens telephone calls and visitors, providing information and direction as needed.
Arranges and coordinates details related to travel arrangements, expense reports, and departmental budgets.
Makes arrangements for conferences and meetings; may assemble background materials, attend meetings and record proceedings as directed.
Reviews outgoing materials and correspondence for internal consistency and conformity with established procedures.
Orders and maintains supplies and equipment for department.
Assists with a variety of scheduled and unscheduled projects specific to assigned department/program.
May perform PeopleSoft HR function for one or more programs.
Perform other qualified duties as assigned
Knowledge & Skills
Working knowledge of general office procedures.
Fluency in English, both oral and written communication, with knowledge of business communication, including style and format of letters and reports.
Strong typing skills with proficiency in Microsoft applications such as Word, Excel and PowerPoint.
Strong organizational skills with the ability to manage multiple tasks in a fast-paced environment.
Ability to operate office machinery such as fax and copier machines.
Works independently with good decision-making skills.
Good interpersonal skills with the ability to interact professionally with all levels of employees and customers.
Additional knowledge and skills may be required by contract or assignment.
Experience & Education
High school degree or equivalent required. Some college or business school training preferred.
Two (2) years’ experience performing the work of an administrative assistant required.
Additional experience/education may be required by contract or assignment.
Physical Requirements/Working Environment
Generally works in normal office environment, but may be required to travel domestically and internationally on short notice, to austere environments, under harsh living conditions.
Some positions will be assigned to overseas locations where living and working conditions at assignment location could be remote and uncomfortable, with long hours, exposure to weather, dust, and hazardous/harsh conditions.
Travel typically not required within area of assignment.