Job Description

Job Description

DESCRIPTION:

Provides administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Answers and directs phone calls. Organizes and schedules meetings and appointments. Maintains contact lists. Produces and distributes correspondence memos, letters, faxes and forms. Assists in the preparation of regularly scheduled reports. Develops and maintains a filing system. Books travel arrangements. Submits and reconciles expense reports. Provides general support to visitors. Provides information by answering questions and requests. Takes dictation. Researches and creates presentations. Generates reports. Handles multiple projects. Prepares and monitors invoices. Develops administrative staff by providing information, educational opportunities and experiential growth opportunities. Ensures operation of equipment by completing pr eventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

DUTIES AND RESPONSIBILITIES:

• Coordinate and schedule meetings, briefings, and conference calls with internal and external stakeholders
• Prepare meeting agendas, take detailed minutes, and track action items for follow-up
• Handle sensitive and confidential information, including Personally Identifiable Information (PII), with discretion
• Responsibilities will involve prioritization, coordination, implementation, and follow-through of all administrative workflow within the group, including shopping, timesheet entry, travel, work orders, visit requests, etc.
• Experience utilizing various electronic tools, schedule/coordinate travel, candidate interviews, distinguished visits, meetings, conferences, seminars, etc.
• Will provide phone (answering and directing phone calls) and on-site coverage
• maintaining contact lists
• Will provide guidance to group membership regarding Lincoln policy and procedure specific to workflow processes (Travel, Purchasing, Security) and requirements
• Will coordinate service needs for office equipment and maintain inventory of office supplies
• Will strive to create a positive and productive work environment and, utilizing self-initiative, create efficiencies of processes and enhanced communications

KNOWLEDGE, REQUIRED SKILLS, COMPETENCIES AND EXPERIENCE:

• 2-4 years’ experience
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Advanced Outlook and calendaring skills
• Advanced PowerPoint skills
• Excellent organizational, time management, and multitasking abilities
• Strong written and verbal communication skills with attention to detail
• Ability to balance and prioritize multiple task items in a very fast-paced environment
• Ability to handle sensitive and confidential information, including Personally Identifiable Information (PII), with discretion
• Experience in preparing reports, presentations, and tracking action items
• Strong problem-solving skills with the ability to work independently

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