Administrative Assistant - Tempe, AZ

Military Spouse Corporate Career Network•Tempe, AZ

1d•Onsite

About The Position

The Administrative Assistant assists in the organization and maintenance of office supplies/files, Schedules resources such as people, meetings, appointments, rooms, and equipment; answers telephone calls, takes messages, responds to questions, and directs callers to appropriate parties, as necessary; sorts and distributes mail, fax, make copies, files. Among the above tasks, the admin is also responsible for drafting and editing routine memos and other correspondence for all members of the branch, along with assisting with the preparation of presentations, reports, spreadsheets, and other documents. Assists in maintaining database information. As an Administrative Assistant, you will: Under direct supervision, provide general administrative/secretarial support to a department or group of professionals. Exercise limited discretion and independent judgment to respond appropriately to administrative needs. Require some use of business vocabulary and a general knowledge of company operations, organizational procedures, and personnel Prepare and type drafts, articles, reports, proposals, charts, and a variety of routine correspondence using appropriate PC-based software packages for word processing, presentation, and spreadsheet applications. Proofread and edit drafts and final materials for appropriate and consistent format and corrects punctuation, spelling, and grammar Receive and respond to routine correspondence, following established procedures with limited management review. Compile basic information for inclusion in reports or presentation materials, prepare charts, graphs, and tables as necessary Receive, screen, and route incoming telephone calls, furnish information when possible, and convey messages to appropriate personnel; place calls, receive visitors, and arrange appointments. Receive and distribute incoming mail, assemble correspondence for mailing, receive and transmit material using fax machine and collating and assembling documents Monitor inventory levels of office and departmental supplies, initiate purchase orders as necessary to maintain proper inventory or meet department office supply needs. Maintain various department record(s) in accordance with company policies and procedures Schedule conferences, meetings, and appointments; notify attendees and make necessary arrangements. Arrange and confirm travel reservations selecting an economical and time efficient mode of transportation and lodging. Perform related duties as assigned Exercise independent judgment Assist with processing purchase orders and vendor set ups through Supply Chain Management Systems Assist support team with additional projects and tasks, (Fleet Management, Customer Set Up) Supports lead administrator with onboarding and offboarding, updating organization charts and lists, device ordering and access cards Fleet coordination – assigning vehicles & ordering new vehicles fleet paperwork transfers & terminations Safety admin coordination, SAP, and work center maintenance Coordinating branch events (Culture Club)

Requirements

High School degree or state-recognized GED
3-8 years of secretarial and administrative experience
Requires the ability to exercise normal independent judgment and basic reasoning skills
Demonstrated on-the-job experience with report generation, presentations, and general correspondence
Legally authorized to work in the United States on a continual and permanent basis without company sponsorship

Nice To Haves

Exercise limited discretion and independent judgment to respond appropriately to administrative needs
Require some use of business vocabulary and a general knowledge of company operations, organizational procedures, and personnel
Exercise independent judgment
Supports lead administrator with onboarding and offboarding, updating organization charts and lists, device ordering and access cards
Fleet coordination – assigning vehicles & ordering new vehicles fleet paperwork transfers & terminations
Safety admin coordination, SAP, and work center maintenance
Coordinating branch events (Culture Club)

Responsibilities

Assists in the organization and maintenance of office supplies/files
Schedules resources such as people, meetings, appointments, rooms, and equipment
Answers telephone calls, takes messages, responds to questions, and directs callers to appropriate parties, as necessary
Sorts and distributes mail, fax, make copies, files
Drafts and edits routine memos and other correspondence for all members of the branch
Assists with the preparation of presentations, reports, spreadsheets, and other documents
Maintains database information
Provides general administrative/secretarial support to a department or group of professionals
Prepares and types drafts, articles, reports, proposals, charts, and a variety of routine correspondence using appropriate PC-based software packages for word processing, presentation, and spreadsheet applications
Proofreads and edits drafts and final materials for appropriate and consistent format and corrects punctuation, spelling, and grammar
Responds to routine correspondence, following established procedures with limited management review
Compiles basic information for inclusion in reports or presentation materials, prepares charts, graphs, and tables as necessary
Receives, screens, and routes incoming telephone calls, furnishes information when possible, and conveys messages to appropriate personnel; places calls, receives visitors, and arranges appointments
Receives and distributes incoming mail, assembles correspondence for mailing, receives and transmits material using fax machine and collating and assembling documents
Monitors inventory levels of office and departmental supplies, initiates purchase orders as necessary to maintain proper inventory or meet department office supply needs
Maintains various department record(s) in accordance with company policies and procedures
Schedules conferences, meetings, and appointments; notifies attendees and makes necessary arrangements
Arranges and confirms travel reservations selecting an economical and time efficient mode of transportation and lodging
Assists with processing purchase orders and vendor set ups through Supply Chain Management Systems
Assists support team with additional projects and tasks, (Fleet Management, Customer Set Up)
Supports lead administrator with onboarding and offboarding, updating organization charts and lists, device ordering and access cards
Fleet coordination – assigning vehicles & ordering new vehicles fleet paperwork transfers & terminations
Safety admin coordination, SAP, and work center maintenance
Coordinating branch events (Culture Club)