Administrative Assistant

SUMMARY The incumbent performs complex and challenging administrative work. The incumbent works with minimal instruction or supervision and must be able to multitask and prioritize a wide variety of assignments. Candidate must be well organized, and exercise the ability to work independently and collaboratively. Advanced written and communication skills required. Incumbent must be comfortable working with executive staff, line management and administrative support staff. Incumbent should have at least an intermediate knowledge on how to generate reports, develop presentations, and spreadsheets. Incumbent will be tasked with coordinating calendars, and ravel arrangements. Intermediate to advanced proficiency in Microsoft Word, Excel and Adobe 9 required.ESSENTIAL DUTIES & RESPONSIBILITIES • Contributes to Membership Services Team by providing administrative support and completing related work tasks as assigned. • Prepares Membership Reporting on a monthly, quarterly and bi-annual basis and distributes electronically. • Provides administrative support in a backup capacity as part of the General Secretary-Treasurer’s Executive Office • Implements administrative systems, procedures and policies • Proactively monitor projects • Assist staff as needed on specific project work • Assist other administrators and executive assistants with overflow work and mass mailings • Distribute incoming mail and prepare outgoing mail for the office • Schedules and prepares conferences and meetings • Maintains hard copy and electronic filing system • Proofread and review correspondence • Receives and screens visitors and telephone calls • Performs data entry functions as needed • Other duties as assignedAUTHORITIES The incumbent has the responsibility of properly directing calls to appropriate staff KNOWLEDGE, SKILLS, & ABILITIES • Excellent customer service, written and oral communications skills • Ability to work with all staff at various levels • Punctuality and good attendance are required • Professional appearance • Intermediate to advanced knowledge of Microsoft Word, Excel, PowerPoint, web browser, Google Mail, and Adobe 9 required.EDUCATION AND EXPERIENCE • High School education with two (2) to five (5) years of general office experience • Computer literacy required • Union experience preferredCERTIFICATES, LICENSES, REGISTRATIONS None PHYSICAL DEMANDS Lifting of light boxes may be required in the course of organizing and distributing work in the office.WORK ENVIRONMENT Use of the computer for approximately 70% of the day. Forty (40) hours will constitute the regular work week. The working hours will be eight (8) with 30 minutes for lunch per day. Flex start time window applicable (7:00 am to 9:00 am). However, flex window hours are subject to change to assigned start time(s) based on departmental needs. Overtime maybe required to meet deadlines.

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