Division Administrative Assistant

Job Description:

The successful candidate will play a crucial role in the daily operations of the division, requiring proactive problem-solving skills to ensure seamless functionality. Responsibilities encompass a variety of administrative tasks essential to the division's efficiency.  These duties involve overseeing intricate Microsoft Outlook calendars, discerning between immediate organizational challenges and long-range scheduling requirements. In addition, the candidate will maintain and create databases, coordinate travel arrangements to include processing expense reports and sending security clearances.  The candidate will be responsible for handling classified material and supporting security audits.

Additional responsibilities include answering telephones, ordering office supplies, sorting area mail, and composing correspondence. They will play a pivotal role in fostering a cohesive and collaborative team environment among administrative assistants across the division. This includes monitoring vacations to ensure adequate group coverage, supporting hiring efforts and tracking training requirements. The candidate will enter and track purchasing, enter weekly/hourly time reports, staff vacation reports, ship order requests, and respond to various purchasing related inquiries.

Responsibilities extend to coordinating Division workshops and conferences, managing special events and team building activities, and facilitating the division seminars and special presentations.  The role also requires that the candidate takes ownership of division special initiatives and ensures engagement from all stakeholders.

The position is 100% onsite Monday through Friday with some flexibility to work from home up to one day a week after one year of employment.

Requirements:

• Highly effective written and verbal communication skills
• Must have a record of successfully working in a team environment along with effective methods of

collaboration and interaction with all levels of personnel and sponsors

• Successful experience with proactive and independent approach to problem solving and decision-making
• Extensive experience managing multiple calendars and prioritizing time-critical matters.
• Demonstrated ability to perform in a dynamic work environment with proven ability to multi-task, prioritize

complex tasks and exhibit great flexibility

• Proven ability to handle private information with discretion, be adaptable to various competing demands,

and demonstrate the highest level of customer/client service and response

• Outstanding organizational skills with demonstrated ability to perform and prioritize multiple tasks

seamlessly and with excellent attention to detail

Additional Requirements:

• High school diploma or equivalent is required, post high school education is preferred.
• At least 3 years of directly related experience is required
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) is required, familiarity with SAP is preferred