4867 Administrative Assistant V
Role Description:
The main function of an Administrative Assistant/Executive Assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions.
A typical Administrative Assistant acts as information and communication managers for an office.
Responsibilities:
Office Management:
Coordinate employee / contractor onboarding and offboarding to support supervisors.
Update onboarding and offboarding documentation – templates, procedures, presentations, etc.
Maintain project office plan, coordinate office moves (including coordination with facility and contractor’s offices) – office furniture, computer equipment, ergo equipment, etc.
Support large meeting / workshop organization including room booking, facility support, catering, etc.
Maintain team’s Business Continuity Plan and share with Leadership Team.
Owner of purchase card for miscellaneous purchases; manage statements and processing.
Manage office supplies, including coordination with facility to ensure café, medical, and office supplies are stocked, special order supplies (align with compliance office procedures).
Floor warden for 17th floor.
Facilitate IT & ergo equipment requests between team and business unit support.
Business Administration:
Plan and coordinate project teambuilding events, special events, town halls, etc.
Maintain project organization chart, email distribution lists, and project roster.
Manage access to project’s Workplace site.
Collaborate with other business unit OA’s to align administrative documents and procedures.
Maintain current administrative documents and procedures on project SharePoint site.
Serve as back-up for other business unit administrative support.
Subject matter expert to prepare and format formal documents and presentations.
Qualifications/Skills:
10+ years of related experience required.
High School Diploma or GED required.
Prior experience in document management/document management system required.
Proficient user of the following software:
MS Office Suite (Excel, PowerPoint, Word)
MS Teams
OneNote
SharePoint
Power BI
Education:
High School Diploma or GED required