The purpose of this position is to provide business operations administrative support to a Sr Manager and/or a group of professionals with responsibility for a major organizational function/department and/or in support of a business unit.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Manages all administrative tasks including answering phones, scheduling a large volume of meetings, calendar management, meeting set-up, filing, shipping, and copy service.
Handles travel reservations, itineraries, and submits expense reports.
Performs administrative duties such as conducting research, updating and maintaining databases, preparing company forms and maintaining confidential files.
Serves as an administrative liaison to others within/outside the company regarding administration issues in areas such as accounting (expense reports), marketing (proposal collateral, client events) utilizing Adobe Creative Suite (InDesign, Photoshop, Illustrator), mapping and research (clients research).
Creates and initiates correspondence and memoranda; compiles and prepares data for administrative reports and presentations.
Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements.
Carries out special projects and assignments as requested. May be responsible for coordination/planning and execution of special events and conferences for client, department and/or office events. May participate in communicating new program(s) to employees.
Resolving problems requiring knowledge of department and industry policies and procedures.
Administers record keeping system; updates records and publications; reviews requests for information and determines the appropriateness of release.
Other duties may be assigned.
No formal supervisory responsibilities in this position. May provide informal assistance such as technical guidance and/or training to coworkers. May coordinate work and assign tasks.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
High school diploma or general education degree (GED) required. Associate's degree (AA) or equivalent from two-year college or technical school preferred. Minimum of four years of related experience and/or training. 2 years administrative experience.
CERTIFICATES and/or LICENSES
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence.
Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Tech Savvy and the ability to quickly learn new programs. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) required.
Intermediate proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator) is strongly preferred. Must have a strong command of the English language and excel in the areas of spelling, grammar and punctuation.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
CB Richard Ellis