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Administrative Assistant IV

2 months ago

Johnston, United States InfoTree Full time $30 - $32
Job DescriptionJob Description

Title: Administrative Assistant IV – Support

Location: 6400 NW 86th Street Johnston, Iowa  50131

Job Type: W2 Contract

Duration: 3 years

1st shift position (7 am to 3:30 pm) with very little overtime.

Position Overview:

• Serve as an Administrative Assistant reporting to executive-level managers.

• Work closely with other executive Administrative Assistants.

• Must be a team player with the ability to hit the ground running.

Key Responsibilities:

• Schedule global travel arrangements.

• Manage calendars for managers efficiently.

• Provide administrative support including documentation and communications.

Experience Requirements:

• 3-5 years of work experience as an executive-level Administrative Assistant.

• Note: If a candidate has 1-3 years of experience, the manager would consider a candidate with a degree or certificate in a business-related field showing continued education.

Skills and Qualifications:

• Strong attention to detail.

• Excellent written and verbal communication skills.

• Proficiency with MS Office products.

• Experience with SAP is a plus.

 Major Purpose

Independently performs a full range of administrative support duties of a highly-confidential and highly- challenging nature, typically in support of level III division or platform officers and their direct reports in multiple countries. Facilitates workflow through a manager's office using organizational knowledge to determine how to handle incoming requests and assignments, including work going to and from other managers. Creates responses to correspondence on behalf of the manager; determines course of action on issues that arise when the manager is unavailable. May perform some or all of the following: guidance and limited work direction to others, project work consistent with the skills and skill level found in the job's other work, and multi-lingual assistance.

Major Duties

Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.

Schedule appointments, make  arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.

Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.

Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.

Answer the telephone and assist callers or those making a broad range of inquiries by email or mail or other means with any requests for information, directing more complex matters to colleagues as

necessary. Initiate contact internally and externally on a regular basis to convey requests, provide instructions, or obtain information on behalf of a senior colleague.

Receive visitors and respond accurately and promptly to a broad range of questions and issues raised.

Develop knowledge and understanding of the organization's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain

authorization from a supervisor or manager for any exceptions from mandatory procedure.

Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant

technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.

Support others by carrying out a range of procurement activities. Involves following established procedures.

Skills, Abilities, Knowledge

Verbal Communication

Computer Skills

Planning and Organizing

Policy and procedures

Office Systems

Assessment

Builds Customer Loyalty

Call Handling

Masters Service Conversations

Numerical Skills

Strengthens Customer Connections

Education

Post-Secondary Non-Tertiary Education