Administrative Assistant

Cynet Systems•Wilmington, NC

About The Position

The Administrative Assistant provides essential support to multiple principals within the organization, assisting in various administrative tasks to ensure smooth operations. This role involves general secretarial support, document preparation, answering phones, filing, scheduling meetings, managing calendars, making travel arrangements, handling mail, maintaining office supplies, and operating office equipment. The Project Operations Center, Operations Administrator role is responsible for maintaining the POC runstream and calendars, action tracking systems and cards, follow-ups, and preparation for upcoming runstream meetings. This includes ensuring responsible parties are prepared to speak to their items in upcoming meetings, ensuring action cards are cleaned up and maintained against the expectations of excellence, and hosting pre-screening meetings with senior leaders to evaluate incoming action cards and ensure responsible parties take action to complete the details in their cards.

Requirements

High school diploma or equivalent.
Strong organizational and multitasking skills.
Proficiency in Microsoft Office Suite, including Word and Outlook.
Excellent communication and interpersonal skills.
Ability to prioritize tasks and work effectively in a fast-paced environment.

Responsibilities

Provide general secretarial support to several principals, assisting with administrative tasks as needed.
Prepare documents using Word for Windows, ensuring accuracy and adherence to organizational standards.
Answer phones and handle inquiries in a professional manner, directing calls to the appropriate individuals.
Organize and maintain physical and electronic files, ensuring easy retrieval and confidentiality of information.
Schedule meetings and appointments, manage calendars using MS Outlook, and coordinate logistical arrangements.
Make travel arrangements for staff members, including booking flights, hotels, and transportation as required.
Sort and deliver incoming and outgoing mail, ensuring timely distribution and processing.
Order and maintain office supplies, ensuring adequate inventory levels and cost-effectiveness.
Operate office equipment such as fax machines, ensuring proper functionality and maintenance.
Maintain the POC runstream and calendars.
Manage action tracking systems and cards.
Conduct follow-ups and prepare for upcoming runstream meetings.
Ensure responsible parties are prepared to speak to their items in upcoming meetings.
Ensure action cards are cleaned up and maintained against the expectations of excellence.
Host pre-screening meetings with senior leaders to evaluate incoming action cards and ensure responsible parties take action to complete the details in their cards.