Administrative Assistant III

Job Summary

The Administrative Assistant II provides advanced administrative support to ensure the efficient operation of the department. This role involves performing a wide range of administrative tasks managing complex schedules preparing reports and serving as a key resource for departmental staff. The Administrative Assistant II coordinates administrative activities and supports the team with high-level clerical functions special projects and communication needs.

Essential Functions

• Manages complex calendars scheduling meetings appointments and events for department leaders ensuring coordination and timely communication.
• Prepares edits and distributes documents presentations and reports ensuring accuracy and adherence to department standards.
• Assists with planning and coordinating departmental meetings including setting agendas preparing materials and arranging logistics.
• Supports department projects providing clerical and administrative assistance tracking progress and following up on deliverables.
• Maintains organized records and filing systems handling sensitive information with discretion and confidentiality.
• Serves as a point of contact for internal and external inquiries directing calls and emails taking messages and responding to general questions.
• Assists in onboarding new team members by preparing orientation materials and coordinating initial training schedules.
• Assists with travel arrangements and processes related documentation including itineraries and expense reports.
• Coordinates the processing of invoices and expense reports as well as the review/submission of contracts and purchase orders within Oracle.
• Performs other duties as assigned.
• Maintains regular and reliable attendance.
• Complies with all policies and standards.

Qualifications

• H.S. Diploma or GED required
• Coursework or training in office operations including computers and office procedures preferred
• 2-4 years of administrative experience in a corporate or office setting required

Knowledge Skills and Abilities

• Strong knowledge of office management procedures and advanced clerical functions.
• Proficiency in Google Suite Microsoft Office Suite (Word Excel PowerPoint) and other office software.
• Excellent organizational skills and attention to detail for managing schedules records and reports.
• Strong written and verbal communication skills for clear and professional interactions.
• Ability to work independently prioritize tasks and manage multiple responsibilities with minimal supervision.