Job title:- Administrative Assistant Location:- Allentown, PA Duration:- 06 months Job Description: - Perform advanced, diversified and confidential administrative duties which directly support executives (Vice Presidents).
- The position requires broad and comprehensive experience, high organization, skill and knowledge of the organization, policies and practices as well as a positive attitude.
Core Responsibilities - Provides administrative support to the executive and the executive's immediate staff with a high degree of integrity, tact, diplomacy, and confidentiality.
- Communicates requests and information from the executive to managers and others in the organization and follows up on the status of assignments.
- Assists the executive with managing workflow by scanning, highlighting and prioritizing incoming correspondence, e-mail, verbal requests, etc. and engage in subsequent follow-up of action items. Initiates routine correspondence and resolves routine inquiries.
- Prepares reports, presentations, agendas, and meeting minutes as required. Creates the reports with multiple applications including but not limited to Microsoft Word, Excel, and PowerPoint.
- Manages and supports telephone calls, visitors, mail, and email.
- Coordinates meeting activities, manages executive's calendar, prepares travel arrangements, expense accounts and processes contracts/invoices in a timely manner.
- Maintains effective partnering relationships with other executive administrative support ensuring a high level of teamwork and sharing of appropriate information.
- Serves as a backup for other executive administrative support as needed.
- Performs other duties as assigned, i.e. coordinate delegations of authority, new hire set-up.
- Complies with all policies and standards.
Callouts: Role is hybrid in Allentown, PA office- home Mon/Fri and in office Tuesday, Wednesday, Thursday or more often as required to escort visitors, support meetings and other in-office activities.
Required Education - High School Diploma and 5 years' experience
- Associate's degree with 3 - 5 years exp
Qualifications - Proficiency in typing and using multiple computer applications including the MS Office Suite of products, Word, Excel, and PowerPoint. Ability to learn and facilitate Zoom/Teams meetings.
- High degree of integrity and respect for maintaining confidential information.
- Ability to prioritize work assignments with flexibility to quickly adapt to rapidly changing priorities and to a changing environment.
- Ability to clearly convey simple and complex material - verbally and written.
- Ability to remain cooperative and tactful in stressful situations.
- Ability to work independently with limited supervision or in a team environment.
- Willingness to learn and share information (as needed) using different methods, for example: PowerPoint, SharePoint.
- Ability to learn and anticipate future needs and proactively address those needs.
- Demonstrated mastery in PC skills; experience with presentations and information sharing software; for example, PowerPoint, SharePoint.
- Experience in supporting an executive officer.