Administrative Assistant

The Corporate Administrative Assistant II / Business Operations Analyst II reports to the Director of Facilities and Administrative Services in the Office of Contracts and Administration. Supports the Director through a variety of Corporate tasks and sensitive requirements by performing each task with accuracy and high quality in a confidential and timely manner under minimum supervision . Responsible for implementing a wide range of business operations and administrative concepts, practices, and procedures.

ABOUT THE JOB

Specific duties and responsibilities include, but not limited to:• Perform administrative duties such as: Producing / distributing correspondence, emails, faxes, and forms;  Preparing standard reports and policy documents;  Receiving, sorting, and distributing mail;  Answering and directing phone calls;  Replying to email, telephone, or face-to-face inquiries;  Greeting and assisting office visitors; and Filing; typing; copying; printing; binding; scanning; etc.• Ensure that the Corporate office and its work / storage spaces, fixed assets, government property, and facilities equipment are maintained efficiently in compliance with company, local, state, and / or federal regulations by reviewing and assessing current / new business concepts, systems, equipment, policies, and methods; and ensuring that required audits, inventories, repairs, and preventive maintenance requirements are completed.• Organize and schedule meetings, travel arrangements, and conference rooms, to include ordering food / meals, booking transportation and lodging, etc. • Prepare, reconcile, and submit invoices and travel / miscellaneous expense reports, as required.• Maintain the Corporate Emergency Evacuation Program, ensuring that employees are familiar with the program requirements; maintaining employee workspace / office contact lists; and updating and distributing emergency exit routes and assembly areas documents, etc.• Maintain the Corporate Parking Program, ensuring that parking passes are assigned (activated), tracked, and returned (deactivated) during the on- / off-boarding of employees and utilizing the parking validations account funding appropriately.• Maintain the Corporate FedEx Account Program, ensuring employees are assigned FedEx accounts, as appropriate.• Maintain the Corporate office supply inventory by checking the stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies, etc.• Maintain professional and technical knowledge by attending staff meetings, completing all required / assigned training, and attending professional / personal development training, as appropriate.• Complete other tasks and duties, as assigned.

RESPONSIBILITIES

• Perform administrative duties such as producing/distributing correspondence, emails, faxes, and forms; preparing standard reports and policy documents; receiving, sorting, and distributing mail; answering and directing phone calls; replying to email, telephone, or face-to-face inquiries; greeting and assisting office visitors; and filing, typing, copying, printing, binding, scanning, etc.
• Ensure that the Corporate office and its work/storage spaces, fixed assets, government property, and facilities equipment are maintained efficiently in compliance with company, local, state, and/or federal regulations by reviewing and assessing current/new business concepts, systems, equipment, policies, and methods; and ensuring that required audits, inventories, repairs, and preventive maintenance requirements are completed.
• Organize and schedule meetings, travel arrangements, and conference rooms, to include ordering food/meals, booking transportation and lodging, etc.
• Prepare, reconcile, and submit invoices and travel/miscellaneous expense reports, as required.
• Maintain the Corporate Emergency Evacuation Program, ensuring that employees are familiar with the program requirements; maintaining employee workspace/office contact lists; and updating and distributing emergency exit routes and assembly areas documents, etc.

QUALIFICATIONS

• Ability to perform each task with accuracy and high quality in a confidential and timely manner under minimum supervision.
• Responsible for implementing a wide range of business operations and administrative concepts, practices, and procedures.

OTHER

n/a