Administrative Assistant II
About The Position
The Administrative Assistant II provides daily administrative support to the Department Manager and broader team, tracks departmental projects, and serves as a liaison among employees, other departments, and vendors. The role also supports the Engineering and Maintenance department with clerical, administrative, and technical functions. Responsibilities include managing schedules and calendars, preparing for meetings, tracking projects and expenses, coordinating vendors, processing department documentation, and providing customer service to internal and external contacts. This is a first-shift position. Travel is not required, and the work environment is an office with a temperature of 65°F to 75°F.
Requirements
- High school diploma in General Studies.
- Two to five years of relevant experience.
- Prior experience supporting senior-level executives, preferably supporting multiple executives.
- Advanced understanding of Microsoft Outlook, Word, PowerPoint, and Excel.
- Proficiency with Gmail, Google Drive, and Google Sheets.
- High standard of integrity and reliability; ability to maintain strict confidentiality.
Responsibilities
- Track projects, including developing and maintaining project plans, budgets, and staffing requirements, and ensure team members are on target for successful completion.
- Manage the department calendar and prepare for scheduled meetings by preparing materials, including presentations, and facilitating participation to support meeting efficiency.
- Compose letters, spreadsheets, and PowerPoint presentations.
- Create and maintain a filing system and handle daily administrative tasks such as filing, photocopying, mail, and faxing.
- Track department invoices and expenses.
- Receive and log incoming service requests.
- Dispatch vendors and schedule vendor and supplier meetings.
- Prepare, maintain, and distribute service contracts.
- Create, file, and track purchase orders.
- Process department work orders, timesheets, and vendor invoices.
- Support resolution of billing issues and manage vendor setup paperwork.
- Provide customer service and interface with internal and external contacts.
- Answer phones and take accurate messages.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
