Under direct supervision of the Vice President. Primary responsibility is to assist and coordinate the workflow for the Administrative Office of the Vice President. Also performs highly specialized and confidential administrative and executive work. Responsibilities:
This position is designed to carry out administrative and executive office duties.
Assumes responsibility for department operations and details to insure proper administrative action; requires independent judgment in organizing and planning general office work and handling routing tasks for the office of the Vice President.
Assists with annual budget preparation and budget monitoring
Prepares payment vouchers.
Works independently with minimal supervision on assigned projects.
Coordinates all supporting documentation for administrative contracts.
Arranges the travel schedule for the Vice President and follows through with pending assignments in his/ her absence; extensive knowledge in office administration procedure and protocol.
Ability to transcribe from recorder and/or knowledge of shorthand or speed writing; performs word processing; operates fax machine; arranges appointments.
Ability to accurately proofread for grammatical and format style.
Records and transcribes meeting minutes and coordinating supporting documentation, and follow-up on open items.
Ability to compose letters, reports and committee minutes.
Coordinates with other departments the preparation for special meetings, press conferences and events.
Handle all appointments for the VP/Director and coordinates conference calls and online meetings as needed.
Coordinates the purchase of office supplies for the Department.
Makes reservations and coordinates travel schedule for the Vice President.
Prepares and monitors expense reports for Vice President.
Assists the Vice President as needed.
Requires a minimum 5 years progressively responsible experience as administrative assistant including planning and organizing in an administrative office.
Associate Arts Degree or Bachelor’s degree in Business Administration preferred.
Equivalent Experience can be substituted.