Administrative Assistant II

IPS-Integrated Project Services•Leawood, KS

3h•Onsite

About The Position

IPS is seeking a dedicated Administrative Assistant II for its office in Leawood, Kansas. The role provides administrative support to mid- to upper-level managers and other department members. The position supports daily office operations, scheduling, travel, correspondence, recordkeeping, and departmental events, and assists the Receptionist with phone calls and visitors. The role is part of a team serving pharmaceutical clients.

Requirements

At least 3 years of experience in an administrative position supporting a department or more than one individual.
Demonstrated proficiency in Microsoft Office Suite.
Ability to multitask efficiently and meet multiple project deadlines.
A sense of fiscal responsibility.
High reliability, excellent communication and customer service skills, and strong attention to detail.
Interviews are conducted in person or virtually; video is required.

Responsibilities

Answer and field incoming phone calls, take messages, forward calls, and try to resolve issues without interrupting managers or department members.
Maintain managers’ calendars and schedules.
Schedule meetings, conference calls, and appointments.
Book meeting rooms and reserve necessary equipment.
Arrange outside catering for meetings.
Sort and distribute incoming mail, faxes, FedEx, and UPS packages, and prepare outgoing correspondence and packages.
Manage travel arrangements for managers and/or senior department members.
Schedule airline, car, and hotel accommodations.
Keep travel profiles up to date with travel preferences and frequent-flier information.
Type correspondence, reports, proposals, presentations, and meeting minutes.
Create and maintain databases, filing systems, logs, and reports for efficient company or department access.
Assist in organizing departmental events.
Support the Receptionist with phone calls and visitors.