The level III Administrative Assistant demonstrates thorough knowledge in the assigned area and works under direction only as needed. The Assistant provides administrative support to senior managers and may also provide administrative support to a broader department or team. Additionally, the Assistant independently manages a range of tasks and acts as first point of contact for internal and external queries.
Primary Responsibilities:
- Provides administrative support.
- Extensively manages calendars. Plans, negotiates and schedules meetings to accommodate manager and others. Uses discretion and judgment to determine the priority of meetings.
- Reschedules existing meetings if needed to accommodate meetings with more urgency. Keeps managers informed of upcoming appointments and deadlines.
- Coordinates meetings with internal associates and external contacts. Schedules meeting rooms, visitor passes and equipment as required. Meets, greets and escorts visitors, meeting attendees and candidates. Drafts, collects and distributes supporting documentation. May compile minutes and distribute follow up materials as required.
- Manages complex travel arrangements. Reserves transport and accommodations taking into consideration manager preferences, cost and timing implications. Ensures that managers have necessary paperwork for travel (tickets, confirmation numbers, visas, itineraries).
- Completes business expense claims promptly and follows up on reimbursements if necessary.
- Produces general correspondence, reports and presentations. May create documents transcribing from voicemail, recordings or in-person meetings. Develops appropriate formats and checks for grammar, punctuation and spelling.
- Manages incoming and outgoing mail and correspondence (post, email, etc.); handles routine issues directly and prioritizes remainder.
- Covers telephones and takes accurate written messages and notes. Provides back-up for other administrative assistants.
- Creates and maintains lists, files and databases to enhance efficiency and productivity.
- Organizes and maintains information that may be sensitive, confidential or technical in nature. Audits records for discrepancies and reconciles issues as appropriate.
- Identifies opportunities to improve work processes/flow in order to leverage own and department's workload.
- Keeps abreast of internal administrative policies, practices and guidelines (e.g., conference call and WebEx best practices, travel and expense guidelines, Office Services processes, etc.).
- May order supplies and equipment and handle incoming invoices.
- May track, gather, maintain and compile market or internal information, and generate reports.
- May conduct basic analysis and auditing.
- May conduct data analyses and presents findings using graphs, charts, diagrams and tables for inclusion in reports, brochures and presentations.
- May train other administrative support staff on general responsibilities and provide work direction on day to day issues.
- Acts as first point of contact for the team or department. Also,
o Serves as first point of contact for inquiries. Assesses level of urgency, determines business nature and identifies what inquiries need to be directed to particular team members.
o Responds to internal and external queries concerning guidelines, procedures or operations. Uses knowledge of the function and manager's role to independently resolve issues for managers, escalating and redirecting more technical inquiries as appropriate.
o Proactively develops relationships with key internal and external contacts in order to source information or redirect inquiries appropriately.
- May work on special projects as assigned.
- Performs additional responsibilities as assigned.
Skills/Qualifications:
- Demonstrates initiative by identifying issues and recommending solutions.
- Demonstrates effective written and oral communication skills with a diverse group of associates and senior business leaders.
- Demonstrates sound judgment in resolving matters of high complexity.
- Demonstrates ability to prioritize assigned work and complete in a timely manner.
- Demonstrates effective and professional service orientation and builds rapport with internal and external contacts.
- Consistently demonstrates the ability to evaluate and appropriately address privacy and confidentiality concerns when dealing with others.
- Demonstrates in-depth knowledge of Microsoft Office and other relevant software and applies it to work assignments, especially Outlook, Word, Excel and PowerPoint.
- Demonstrates in-depth knowledge of department's function and applies it to work assignments.
- Requires 5+ years of experience as an administrative assistant.
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.