Administrative Coordinator

7 days ago

Charleston, West Virginia, United States Ferretti Search Full time
Job Summary

We are seeking a highly skilled and experienced Administrative Assistant to support our clients with complex and high-volume calendaring, travel planning, and expense reporting. The successful candidate will have excellent organizational and communication skills, with the ability to work effectively in a fast-paced environment.

Key Responsibilities
  • Perform administrative support work in support of departmental functions;
  • Provide lead direction, training, and review of assigned office support staff work;
  • Receive and screen visitors and telephone calls providing information which regularly requires the use of judgment and the interpretation of policies and procedures;
  • Conduct routine research, compile data, and perform routine statistical analysis;
  • Sort and distribute mail received by administrative staff;
  • Type drafts and a wide variety of finished documents from longhand notes, brief instructions, or printed materials using a personal computer system and word processing software;
  • Initiate specified correspondence independently for signature by appropriate management staff;
  • Review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage;
  • Organize and maintain various administrative, reference, and follow-up files;
  • Organize meetings by notifying participants, making room arrangements, and preparing required informational materials;
  • Prepare minutes or summaries of activities of commission and board meetings;
  • May perform budget maintenance and assist division head or higher level management staff in budget preparation;
  • Relieve managers and supervisors of certain administrative matters by following up on projects, transmitting information, keeping informed of pertinent activities, making appointments, and maintaining a calendar;
  • Organize own work, set priorities, and meet critical deadlines; ensure that such deadlines are met by other staff;
  • May provide relief back-up support for clerical staff as required;
  • Perform other related duties as assigned.
Requirements
  • Demonstrate excellent accuracy, attention to detail, and proofing skills;
  • Effectively maintain confidentiality of sensitive information;
  • Efficiently plan and organize job responsibilities, striving to make the best use of time;
  • Interact with clients in a manner that promotes a positive professional image, developing and maintaining effective working relationships;
  • Advanced knowledge and proficiency in use of Microsoft Office programs (Outlook, Word, Excel, and PowerPoint) required;
  • Self-directed, assertive, and creative in problem-solving and systems planning;
  • Able to work in an environment with tight time demands and frequent interruptions while maintaining tact, diplomacy, and poise;
  • Able to work effectively and collaboratively with a wide variety of internal and external customers;
  • Demonstrated ability to manage and prioritize multiple tasks, meet deadlines;
  • Able to analyze, plan, organize, and direct varied administrative functions independently;
  • $60,000 - $80,000 per year based on experience and qualifications.

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