Administrative Assistant

Why You Want To Work Here:

Responsibilities of the Administrative Assistant:

• Draft, review, and manage contracts and addendums, ensuring compliance with federal requirements.
• Track contract milestones and deadlines, providing regular updates to the VP of ERT.

• Monitor and organize the VP's email inbox, prioritizing important messages.
• Draft and send official department communications on behalf of the VP.

• Compile data from ongoing projects and create comprehensive reports.
• Ensure reports are submitted for VP review on a timely basis.

• Review incoming invoices, assign correct project codes, and ensure timely approval.
• Liaise with accounting to resolve discrepancies and follow up on payments.

• Arrange flights, hotels, and transportation for department members attending meetings.
• Prepare detailed itineraries and ensure travel arrangements meet budget constraints.
• Follow up with department members to ensure they received the travel arrangements.

• Schedule meetings, ensuring availability of all attendees and rooms.
• Prepare agendas and minutes, distributing them to relevant stakeholders post-meeting.

• Draft agendas for meetings, ensuring all topics are covered.
• Record and distribute meeting minutes to attendees.

• Regularly update committee and task force member information.
• Ensure data is accurate and easily accessible for reporting purposes.

Qualifications of the Administrative Assistant:

• Bachelor’s degree preferred
• 2+ years of administrative or customer service experience
• Proficiency in Microsoft Office and strong organizational skills
• Strong attention to detail and the ability to manage multiple tasks efficiently in a fast-paced environment.
• Ability to maintain confidentiality when handling sensitive information and documents.
• Excellent problem-solving skills with the ability to anticipate needs and offer solutions proactively.