Openings >> Administrative Assistant
Administrative Assistant
Summary
Title:Administrative Assistant
ID:463
Department:ASSEC
Job Type:Full Time
Work Shift:N/A
Description
Administrative Assistant

Job Description

(Full Time - Foundation)

 

  1. Mission and Scope

The purpose of this position is to provide support to the CEO, CEO’s Executive Administrative Assistant, and Center Vice Presidents of the USSRC. This position is responsible for supporting the CEO, CEO’s Executive Administrative Assistant, and Center Vice Presidents by executing the work systems described in part C and other logistical matters required by this position. This position provides administrative, logistical, and all requested support to upper management departments.

 

  1. Qualifications

Education: HS completion or GED supplemented by a 2 year degree or 2 years additional specialized training. Knowledge of modern office practices, including Internet use and research, time management, business correspondence, record keeping, filing systems (electronic and hard copy), office equipment, and online systems.

 

Work Experience: Minimum of 5 years secretarial/administrative experience with at least 2 years at the executive level required OR an equivalent combination of education and experience in progressively responsible executive level positions required.

 

Must have excellent English grammar and spelling ability to compose business correspondence. Will manage and coordinate a large variety and volume of administrative functions constantly. Must be able to handle a high stress environment with a consistently pleasant attitude.

 

Specialized Experience and Requirement:

Ability to perform complex administrative tasks involving the use of good judgment; develop clear and comprehensive reports; maintain confidentiality; understand, interpret, and apply appropriate rules, regulations, and written direction to specific situations; effectively meet and communicate with the public with hospitality, impeccable manners; identify and correct errors in English usage and grammar, and arithmetic calculations in a variety of documents; evaluate demands on CEO, CEO’s Executive Administrative Assistant, and Center Vice Presidents and arrange schedule(s) accordingly; apply sound judgment in assignments of work load priorities, and in contact with officials and members of the general public in routine, emergency or specialized situations; escort and brief executives, media and other guests.

 

Must have exceptional initiative and the confidence to act independently on a variety of matters delegated by superiors. Must be able to develop clear and comprehensive correspondence; meet and communicate with the public and employees at all levels of the organization using tact and poise; elicit cooperation from others; assimilate and understand information; maintain confidentiality, use good judgment and be able to communicate effectively both verbally and in writing. Efficient skills in multi-tasking and prioritizing duties.

Computer Experience: Ability to produce correspondence and other documents in a variety of formats on a personal computer from clear copy or rough drafts at a speed necessary for successful job performance. Must have excellent typing and computer skills; with the ability to take some form of dictation for purposes of transcribing into written form. Must be able to use a 101 key keyboard and possess knowledge of standard PC and Apple computers and Windows Office; including Word, Excel (setup spreadsheets, formulas, etc), Outlook, calendar scheduling, PowerPoint, internet searches and research, and other required software applications on personal computer. Required to be proficient in use of the computer, software programs, other technology tools, and office equipment to perform a variety of administrative and technical tasks as assigned by the CEO, CEO’s Executive Administrative Assistant, and the Center’s Vice Presidents.

 

  1. Physical Requirements of the Position

This position has the following special requirements:

    • Sitting for extensive periods of time (6-8 hours) behind desk.
    • Walking, climbing (stairs) to other departments.
    • Lifting and/or carrying up to 30 lb file/paper boxes.
    • Bending, reaching, and/or kneeling to store/retrieve supplies.
    • Wrist movements, seeing, and reading to operate computer terminal, office equipment, and handle various documents.
    • Talking and hearing to assist customers, officials, Commission members, and employees.

This position involves working in a climate controlled, multiple person, executive front office environment. This position deals extensively with employees at all levels of the organization and may require working occasional evening hours. This position deals extensively with high ranking individuals, organization, and agencies that interact with the CEO, CEO’s Executive Administrative Assistant, and Center Vice Presidents.

 

  1. General Requirements
  1. Willingness to be open to learning and growing
  2. Interpersonal skills to work as an integral part of a team
  3. Appropriate interpersonal/personal boundaries
  4. Maturity of judgment and behavior
  5. Accepts full responsibility of their actions and how these may affect others
 
  1. Professional Standards
  1. Understands and follows all policies & procedures
  2. Maintains high standards for work areas, keep all work areas neat and uncluttered
  3. Presents self in a highly professional manner to others and understand that honesty and ethics are essential
  4. Professional appearance is required daily
  5. Ensures that excellent customer service is maintained with each customer
  6. Maintains a positive attitude toward the position, the company and co-workers
  7. Realizes that promptness and attendance at work is part of sustaining a professional relationship with the company

 

  1. Teamwork Standards
  1. Takes an interest and initiative in the development of the Department’s team
  2. Maintains pleasant and professional relationship with co-workers & assists as needed
  3. Remains positive about the team and facilitates an optimistic approach to resolution of issues
  4. Maintains productive, effective and professional relationships will all departments

 

  1. Position Duties

 

  1. Administration
  1. Set-up meeting with senior level officials within and outside USSRC.
  2. As needed or requested (or in the absence of the CEO’s Executive Administrative Assistant), coordinate the CEO’s daily schedule to include meetings and travel arrangements as necessary.
  3. Establish and prepare agendas and minutes for the CEO, CEO’s Executive Administrative Assistant, and Center’s Vice Presidents and distribute to appropriate personnel.
  4. Attend Alabama Space Science Exhibit Commission (ASSEC) and other required meetings with CEO’s Executive Administrative Assistant to take notes and/or transcribe minutes for approval and public record.
  5. Ensure that office has the necessary office supplies to operate efficiently.
  6. Assist the CEO’s Executive Administrative Assistant or complete CEO’s Request for Out-of-State Travel for CEO’s travel
  7. Assist or prepare CEO’s Travel Summary for travel reimbursement and/or Check Request for other expenses incurred by CEO.
  8. Meet or exceed the expectations of the CEO, CEO’s Executive Administrative Assistant, and Center Vice Presidents for the confidentiality of information.
  9. Meet or exceed the expectations of the CEO, CEO’s Executive Administrative Assistant, and Center Vice Presidents for the accurate and timely completion of related tasks and assignments.
  10. Assist the CEO, CEO’s Executive Administrative Assistant, and Center Vice Presidents with any administrative duties as needed.
  11. Provide administrative assistance to the CEO’s Executive Administrative Assistant as directed, needed, and requested.

 

2. Internal/External Correspondence & Communication

  1. Receive and screen all incoming calls, referring callers to other department/employees as necessary; answer a variety of questions independently and take direct action on facility related calls and questions.
  2. Receive incoming mail and correspondence and determine appropriate action and as needed forward to the appropriate departments/employees.
  3. Prepare and maintain correspondence for all responsible areas of the CEO, CEO’s Executive Administrative Assistant, and Center Vice Presidents functions and ensure responses are prepared and received from appropriate staff member(s) in a timely manner as needed.
  4. Serve as central liaison for department in disseminating information.
  5. Meet or exceed the CEO, CEO’s Executive Administrative Assistant, and Center Vice Presidents expectations on accuracy and timeliness of all internal/external correspondence and other forms of communication.
  6. Meet or exceed the expectations of the CEO, CEO’s Executive Administrative Assistant, and Center Vice President for confidentiality of information.
  7. Assist, escort or accompany CEO and/or any guests as briefer and logistical handler.

 

 

 

The above duties reflect the general responsibilities necessary to describe the principal work functions of the job, and shall not be considered as a detailed description of all work requirements that may be in the position.

 

 

Employee is responsible for working in a safe manner and keeping his/her workplace safe, following all Center policies and procedures.

 

 

This opening is closed and is no longer accepting applications
Powered by ApplicantStack