Administrative Assistant

1 week ago

Birmingham, United States The E Group. Full time

Job Title: Administrative Assistant 3

Date Posted: 12/20/2024

Job Type: Contract Full-Time


Immediate W2 contract position available in Birmingham, AL.

Estimated Duration: 2.5 months


Desired Qualifications:

  • Provide expert-level administrative support and leadership to the team, leveraging over 11 years of experience to ensure seamless operations and enhance organizational efficiency.
  • Independently manage calendars, schedules, and appointments for team members, optimizing time management and prioritizing critical tasks.
  • Lead the coordination and organization of high-profile meetings, conferences, and events, including all logistics, agendas, and follow-up actions, with meticulous attention to detail.
  • Prepare, edit, and review complex documents, reports, presentations, and correspondence, demonstrating an advanced level of proficiency in Microsoft Office Suite and other relevant software.
  • Conduct in-depth research, gather, and analyze data, and compile comprehensive reports to support strategic decision-making and planning.
  • Handle highly sensitive and confidential information with utmost discretion and professionalism, always maintaining a high level of confidentiality.
  • Oversee budget management, expense tracking, and financial reporting, ensuring accuracy and compliance with organizational policies.
  • Act as a primary point of contact for internal and external stakeholders, providing exceptional communication and interpersonal support.
  • Outstanding communication and interpersonal skills, with the ability to interact effectively with diverse stakeholders.
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.


Job Summary:

This position is part of the Finance & Corporate Planning team.


The position will be responsible for:

  • Providing office assistance and support to all financial coworkers in a manner that encourages and builds mutual trust, respect, and cooperation among team members
  • Scheduling Work and Activities - Scheduling events, meetings, programs, and activities.
  • Establishing and maintaining positive, collaborative relationships with each team member.
  • Assists leadership and Empower Unity team in aligning the department’s mission and goals.
  • Serve as the wellness coordinator for the Financial Team.
  • Fostering a positive work environment – one that fosters camaraderie, encourages collaboration while providing comprehensive office and administrative support to the Financial Budgeting team of approximately 60 people.
  • Help create engaging employee team buildings, wellness programs focused s healthy lifestyles.
  • Continually assesses the needs and interests of all employees.
  • Create team meetings and events flyers.
  • Perform Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
  • The ideal candidate will be motivational, engaging, supportive, proactive, efficient, and capable of maintaining confidentiality while supporting the department's daily operations.


Key Responsibilities:

  • Providing office assistance and support including but not limited to:
  • Schedule meetings, process expense reports, coordinate travel arrangements, team buildings and wellness initiatives for department staff.
  • Coordinate logistic for employee appreciation, training, events, meetings, programs, and activities, ordering meals, beverages, supplies, etc.
  • Ensure audio and visual systems are set up and ready for the meetings, problem-solving,
  • Welcoming guests, meeting and events set-up, order meals and confirming/contacting attendees/speakers
  • Reserve meeting space on and off site.
  • Prepare meeting agendas, take minutes, and follow up on action items.
  • Handle incoming calls, emails, and correspondence, directing them to the appropriate team members.
  • Manage office supplies and ensure the department is well-equipped.
  • Support the team with data entry, analysis, and reporting tasks as needed.
  • Perform other administrative duties as assigned to support the efficient operation of the department.


Job Requirements


Education:

  • High School diploma is required
  • Associate degree is required
  • Bachelor’s degree preferred


Experience:

  • Strong written, oral and motivational communication.
  • Proven ability to build rapport with ease and to work collaborative with team and individuals.
  • Organizing, planning and prioritizing work. Strong ability to work independently and within a collaborative and positive team environment.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with accounting software.
  • Strong organizational and time-management skills with the ability to prioritize tasks effectively.
  • Facilitating and coordinating team events and meeting.
  • Attention to detail and accuracy in work.
  • Ability to maintain confidentiality and handle sensitive information.


Behaviors:

  • Positive and open disposition
  • Exemplifies Our Values
  • Dependable – meets established deadlines, follows through on commitments
  • Team Focused and Supportive – solve problem in a positive and effective manner
  • Possesses effective listening skills
  • Displays a positive attitude
  • Effectively engages and interacts with team members
  • Able to organize and prioritize
  • Ability to work with minimal supervision

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