DIVISION: Administration ORGANIZATION: Company
LOCATION: City ABC DATE: Month
Administrative Assistant provides administrative support for a general manager
with organization-wide responsibilities and authority. The position supports
organization-wide programs and services, both in scope and impact.
position is accountable through a general manager and liases directly with the
Executive Secretary to the CEO to coordinate the administrative function of
JOB MAGNITUDE (Annualized):
Total Company ABC Staff: 1,000
Total Budget $60M
Department Staff Varies
with each General Manager
Department Budget Varies
with each General Manager
NATURE OF WORK AND JOB SCALE:
primary function of the Administrative Assistant is assisting the General
Manager by providing confidential administrative assistance. Responsibilities
correspondence and reports
data and prepare reports
coordinate, and arrange travel and meetings for the General Manager
and monitor reporting deadlines for the General Manager
and requisition the need for office equipment, systems, materials, and supplies
and maintain hard-copy and computer filing systems for the General Manager
timely and sensitive reception services
projects as assigned
and maintains public relations by effectively communicating and liaising with
staff, external administrative personnel, associates, agencies, media and the
on committees and task forces by preparing agendas and meeting packages and by
recording and transcribing minutes.
the work records and payroll records for corporate staff.
updates and maintains the company Policy and Procedure Manual.
to prepare various reports.
Dictaphone correspondence and reports.
and maintains filing system for the General Manager.
meeting(s) as requested by the General Manager.
and maintains schedules for the General Manager.
the Customer Service Representative achieve a client-based culture by
appropriately and effectively managing client complaints, concerns and
prioritizes and redirects media calls to Communications and Public Affairs.
and quantifies the need for office equipment, systems, materials and supplies.
to develop and implement special projects.
high work volumes in an environment with changing priorities.
multiple projects in a changing environment while maintaining high standards.
information with discretion and sensitivity.
incumbent works in an office setting.
position requires the incumbent to work independently in a stressful
environment with constant interruptions. The incumbent must handle a heavy
workload while meeting deadlines.
incumbent must keep pace with the advance of technology.
and personal communications are frequent and unpredictable in volume and
from a recognized Secretarial Business College. Several years experience in an
administrative support role.
communication, interpersonal and organizational skills. Ability to communicate
effectively in an appropriate and professional manner. Ability to work
independently. Self-directed initiative, interpersonal judgment and assessment
skills, flexibility, high tolerance for ambiguity, sensitivity and discretion.
knowledge and experience with personal computers, related hardware and
software, and applying computer-systems technology.
competency in appropriate handling of confidential information. Knowledge and
skills in accounting, budgets and an understanding of financial reports.