Job Summary:
The Secretary/Assistant is responsible for providing high-level secretarial and administrative support to ensure efficient operation of the department. This role handles complex, confidential assignments and supports the Business System Administrator in day-to-day tasks. The ideal candidate demonstrates advanced proficiency in office systems and processes and possesses excellent organizational and communication skills.
Key Responsibilities:
Prepare formal letters, internal communications, and miscellaneous documents with accuracy and professionalism.
Proofread documents and independently draft correspondence and responses to inquiries.
Answer and direct incoming phone calls; handle information requests with discretion and a high level of customer service.
Organize and maintain departmental records and filing systems.
Arrange travel plans, including flight and hotel reservations, and prepare related itineraries.
Coordinate internal meetings and communications; schedule conference rooms and necessary equipment.
Assist with training and supervision of junior administrative staff as needed.
Monitor and ensure accuracy and timeliness of all critical transactions within business systems.
Support the Business System Administrator in day-to-day system management and administrative tasks.
Qualifications:
High school diploma or equivalent required; associate degree or higher preferred.
Minimum 3 years of administrative or secretarial experience.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong written and verbal communication skills.
Exceptional organizational and time management abilities.
Ability to work independently with minimal supervision and handle confidential information with discretion.
Preferred Skills:
Experience with business systems or ERP software.
Prior experience in a supervisory or training capacity.
Excellent attention to detail and problem-solving abilities.
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