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The Administrative Assistant IIBookmark This
Posted: November 08 2015
Company Location: Chicago, IL
Application Deadline: Available Year-round
Position: 3 Full-time, Paid
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The Administrative Assistant II is primarily responsible for providing coordination that may involve collecting and analyzing information prior to presenting to management; preparing reports; expediting work results; and establishing and revising work procedures with a variety of MS Office and other applications
Principal Duties and Responsibilities (‘Essential Functions ;)
Greets customers and responds to inquiries or referring inquiries
Maintains customer confidence and protects operations by keeping appropriate information confidential
Collects information, coordinates preparation of reports, analyzes data and reviews potential solutions with management
Completes operational requirements by scheduling and assigning administrative reports and projects to other clerical staff, expediting work results and following-up on results
Maintains department schedule by coordinating calendars for department personnel, arranging meetings, conferences, teleconferences and travel.
Creates and revises systems and procedures by analyzing operating practices, record-keeping systems, forms control, supplies inventory and office layout
Makes recommendations and following managerial review, implements changes
Reads, researches and routes correspondence: drafts letters and documents; collects and analyzes information and initiates telecommunications
Ensures operation of equipment by completing preventative maintenance requirements; calls for repairs; maintains equipment inventories and evaluates new equipment and techniques for managers’ review.
Records meeting discussions by attending meetings and accurately recording key discussions and conclusions.
Basic understanding of Microsoft Office Software.
Exceptional interpersonal skills, including the ability to establish and maintain effective relationships with clients, management, staff and other customers.
Demonstrated customer service skills, including the ability to use appropriate judgment, independent thinking and creativity when resolving customer issues.
Ability to effectively handle challenging situations.
Ability to balance multiple priorities.
Excellent verbal and written communication skills.
Ability to use personal computers and select software applications.
Ability to analyze data for decision making purposes.
Strong computer skills, including Microsoft Office, Outlook and database entry
Ability to maintain a high degree of confidentiality
Ability to adapt to changes in work environment, delays or unexpected events.
Demonstrates attention to detail and monitors own work for accuracy
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.