Administrative Assistant

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The Administrative Assistant 3 follows established procedures and guidelines to provide timely and effective secretarial support to an office, business unit, department, or other organization. Answers telephones, screens calls, and takes messages so callers/visitors are attended to promptly, courteously, and accurately. The Administrative Assistant 3 performs advanced administrative/operational/customer support duties that require independent initiative and judgment. May apply intermediate mathematical skills.

The Administrative Assistant 3 transcribes, types, formats, and proofreads a variety of material (e.g., correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations) using word processing, presentation, graphics and spreadsheet software. Coordinates internal and external meetings which may involve scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available. Manages the appointments and schedules of applicable staff. Uses office equipment such as photocopiers, faxes, and printers. Additional responsibilities may include distributing incoming mail, preparing outgoing mail, filing, maintaining office supplies or other inventory. Decisions are typically focus on methods, tactics and processes for completing administrative tasks/projects. Regularly exercises discretion and judgment in prioritizing requests and interpreting and adapting procedures, processes and techniques, and works under limited guidance due to previous experience/breadth and depth of knowledge of administrative processes and organizational knowledge.

Use Your Skills To Make An Impact

As the Administrative Assistant 3, you will transcribe, format, and proofread a variety of material (e.g., correspondence, invoices, contracts, meeting minutes, reports, processing expenses and presentations) using Microsoft Office (Excel, Word, PowerPoint and Outlook). You will coordinate internal and external meetings which may involve scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available and manage the appointments and schedules of applicable staff. Additionally, you may distribute incoming mail, prepare outgoing mail, file, maintain office supplies or other inventory.

Key Role Functions

• Communicate via phone, digitally and in person to internal and external stakeholders, partners, providers, and corporate and community leaders
• Manage and maintain calendars/schedules using sound judgment to prioritize meetings
• Organize and manage all details related to arranging business meetings (onsite/offsite logistics, work with other affected areas' designees, catering, remote access, communication, etc.)
• Assist leadership team with presentations, responses to requests, reports, meeting agendas and meeting materials
• Maintain and manage travel schedules (scheduling appointments, making travel arrangements, etc.)
• Maintain office files, records, and filing systems as appropriate
• Determine proper course of action for incoming requests, calls and correspondence, direct to appropriate person or operational area
• Anticipate needs before they happen and take initiative to eliminate any potential bottlenecks which may arise
• Handle executive floor's audio/visual needs (if onsite)
  
  

To be successful in this role, you must have the ability to perform at a high-intensity pace, juggling multiple projects with a positive attitude while producing a quality work product and maintaining strict confidentiality. You must have a solid comfort level in an executive corporate environment and can work independently and effectively in a fast-paced environment, think on your feet, remain calm under pressure, and anticipate needs in advance. Having strong organization skills with the ability to balance multiple initiatives under short timelines and prioritize workload are also critical to success in this role.

Required Qualifications

• 5+ years of experience supporting multiple senior level executives in a large and complex organization
• Experience managing many details for executive leaders related to calendaring/scheduling, follow-up requests, travel-related planning, processing and managing expenses etc. simultaneously with low rate of error
• Strong proficiency in Microsoft Office including Word, PowerPoint, Excel and Outlook
• Strong attention to detail with excellent verbal and written communication skills
• Ability to build strong working relationships with people both internally and externally
• Ability to always retain confidentiality
• Ability to manage and prioritize large workload
• Applicant MUST be located within 50 miles of one of the following locations: Louisville, KY., Chicago, IL., or Washington, D.C.
  
  

Preferred Qualifications

• Associate's or Bachelor's Degree
• Experience with internet research and proof-reading/editing
• Experience using various visual collaboration platforms (i.e., Lucid, Loop, etc.)

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