Administrative Assistant

ICW Group • Orlando, FL

13d • Onsite

About The Position

The purpose of this job is to provide basic to moderately complex administrative support to a specific department or area. This position exists to facilitate efficient and effective operations and a superior customer experience. This position requires working onsite Monday – Friday depending on department assigned.

Requirements

• High School Diploma or GED required.
• Minimum 1 year of experience in an administrative position using Microsoft Office Suite and encompassing program/project support responsibilities; or equivalent combination of education and experience.
• Experience and/or education in Business Mathematics and administrative processes, Budgeting or other areas involving working with numbers and data.
• Ability to effectively present information to coworkers and supervisors on a one-on-one basis and to organize information in a presentation is required.
• Proficient in Microsoft Word, Excel, PowerPoint and Visio as well as program/project support.

Nice To Haves

• Associates degree from a two-year college with a major or emphasis in Business Administration or related field a plus.
• Specific functional knowledge related to department may be required.
• Notary designation may be necessary depending on unit or department need.

Responsibilities

• Coordinates department appointments, meetings and events
• Receives and screens visitors and telephone calls, and notifies appropriate personnel ensuring timely connection and friendly service.
• Arranges meetings, schedules appointments and orders appropriate supplies necessary.
• Makes travel arrangements for department personnel or hosted visitors as required.
• Prepares and distributes communication, agendas and meeting materials under the direction of the meeting/event owner.
• Maintains minutes or records of attendance as requested.
• Provides program/project support for assigned department initiatives
• Maintains calendars and project plans for department initiatives.
• Provides program and materials distribution and tracking.
• Composes and distributes correspondence, documents, reports, presentations, and other materials.
• Ensures accuracy of content and timely reproduction as appropriate.
• Collects and verifies data, and conducts simple analyses.
• May create, maintain, and update various information databases or other technology tools.
• Assists with department financial management
• Reviews monthly budget and prepares variance reports for department leadership as requested.
• Generates and reconciles purchase orders and invoices for department spend.
• Conducts monthly department credit card reconciliation and creates expense reports.
• Prepares check requests, assists with department Team Member expense reports, and provides other budget/financial assistance as requested.
• Collects information, drafts proposed spend and works closely with department leadership to prepare budget.
• Performs record keeping and department operations duties
• Responds to general inquiries concerning department activities in accordance with established policies and procedures.
• Establishes and maintains record keeping and filing systems; classifies, sorts and files correspondence, records and other documents.
• Opens, sorts, prioritizes and distributes mail on a daily basis.
• Maintains inventory and orders supplies and other items on behalf of department.

Benefits

• generous medical, dental, and vision plans
• 401K retirement plans and company match
• Bonus potential for all positions
• Paid Time Off
• Paid holidays throughout the calendar year

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED