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Administrative Assistant 

Agency Function
3, Administrative

Level of Experience
4, Staff

Summary

Provides administrative support to Department Heads and staff per the direction of Department Head

 

Responsibilities

  • Manages Department Heads calendar and independently schedules appointments based on availability
  • Arranges travel plans and compiles all documents for travel
  • Screens incoming calls and correspondence, responds proactively when possible
  • Coordinates client meetings/presentations by arranging for facilities and cateringand issuing appropriate information to attendees
  • Assists in research and preparation of PowerPoint presentations
  • Responsible for supporting department heads leadership within department
  • Works closely with upper management to identify and suggest solutions on how to improve departmental and team moral
  • Keeps abreast of current trends and the latest technological advances
  • Helps to elevate department's role in the whole advertising process

 

Tasks

  • Collects and submits weekly timesheets
  • Prepares expense reports as required
  • Distributes expense and pay checks
  • Documents and distributes weekly status meeting minutes to team
  • Participates in weekly departmental staff meetings
  • Keeps supervisor apprised of the status of work
  • Prioritizes tasks and assignments to meet scheduled deadlines
  • Covers reception desk as scheduled
  • Researches and prepares special projects as required

 

Qualifications

  • Excellent communication skills both, written and oral
  • Strong ability to organize and work on multiple tasks simultaneously
  • Computer literate
  • Team player
  • Strong problem solving skills and detail oriented
  • Able to function in a fast paced environment

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