Field Administrative Assistant

Responsibilities:

• Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments, etc.).
• Research, resolves and responds to inquiries/concerns from internal and/or external customers. Escalates complex issues for resolution as appropriate.
• Gathers, creates, maintains and/or summarizes potentially sensitive or confidential data from various sources to complete reports and special projects and/or provide timely information to various customers. Distributes information as appropriate to department members or internal/external customers. May perform analysis of data and resolve discrepancies following prescribed procedures.
• Updates and maintains databases, systems applications or files to ensure accurate and current information is available for use by others. May develop and maintain more complex web sites with the assistance of basic web-publishing software applications.
• Receives and refers visitors and telephone callers within the department, which may require referring calls to different divisions, countries, or companies in multiple languages.
• May organize/maintain records of Supervisor's or others' projects and correspondence, following up on pending items; may facilitate/organize workflow through the supervisor's office, ensuring follow-up items are addressed.
• May create and maintain sensitive department records; uses data to prepare letters and memoranda at the direction of the supervisor or for supervisor's signature and prepares documents for distribution.
• Conveys supervisor's instructions and requirements to others, and exchanges information with senior managers on the supervisor's behalf.
• Participate and/or lead teams that focus on improving the workplace and employee experience. Plans and coordinates events, meals, and recognition
• Ability to work with and provide indirect work direction to supporting on-site contractors (facilities services, food service, etc.)

Required Skills:

• Strong Microsoft Office skills
• Strong communication & relationship building skills
• Planning, organizing, and scheduling skills
• Attention to detail
• Ability to keep information confidential
• Driven, self-directed, and motivated

Preferred:

• Postsecondary Education
• 3 to 5 Years of Professional Experience