Job Information
Arab Community Center for Economic and Social Serv Administrative Assistant II in Dearborn, Michigan
Administrative Assistant II
Department: NNAAC (National Network for Arab American Communities)
Location: Dearborn, MI
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Job Title: Administrative Assistant II
Job Status: Full-time
Job Summary: Under general supervision, the Administrative Assistant II uses advanced skills gained through training and experience to provide administrative support to a senior-level manager within an assigned functional area. Follows established procedures to handle administrative details, usually of a confidential nature, on behalf of the senior level manager using some judgment and initiative to determine the approach or action to take. Originality and ingenuity are required to locate, select and apply appropriate procedures, processes and techniques to assignments that are broad in nature. Resolves most questions and problems and refers new or unusual issues to a higher level. Routine contact with internal and external customers is required to obtain, clarify or provide facts and information.
Essential Duties and Responsibilities:
Manage and coordinate the day-to-day operation of a senior-level manager-s office including maintaining agency, department and employee records
Screen incoming calls and respond independently when possible
Prepare, proofread and edit correspondence, agreements, memos, presentations and spreadsheets on senior-level manager-s behalf
Anticipate and prepare materials needed by the senior-level manager for conferences, correspondence, appointments, meetings, telephone calls, etc.
Prepare agendas, notices, minutes and resolutions of meetings
Take and transcribe dictation as needed
Compose and prepare confidential correspondence and reports
Ensure that organizational and departmental policies and practices are followed
Support senior-level manager-s correspondence by reading and routing incoming mail, attaching appropriate file to correspondence to be answered by manager and filing correspondence and other confidential records
Arrange complex and detailed travel plans and itineraries, compile documents for travel related meetings and accompany senior-level manager as needed
Work with other areas of the organization to arrange programs, events or conferences including obtaining facilities and caterers, issuing information and/or invitations and coordinating speakers while working within event budget
Operate standard office equipment and use required software applications
Perform other duties and responsibilities as assigned
Knowledge, Skills and Abilities:
Knowledge of:
- Intermediate concepts, principles and practices of modern office procedures relating to record keeping, filing, use and operation of standard office equipment (computer, calculator, photocopier, facsimile, etc.)
Skill in:
Satisfactory speed/accuracy rate of typing skills (50 net wpm) required to maintain an efficient flow of the department
Working experience in spreadsheets, graphics, flow charting and presentation software preferred
Operating standard office equipment and using required software applications for program area and other applications, including Microsoft Office
Ability to:
Accurately and efficiently record and type dictation involving the normal range of business vocabulary and/or a limited range of recurring specialized terminology
Partner with other functional areas to accomplish objectives
Gather information, identify linkages and trends and apply findings to assignments
Organize and prioritize multiple tasks and meet deadlines
Communicate effectively, both orally and in writing
Work independently as well as collaboratively within a team environment
Provide a high level of customer service
Establish and maintain effective working relationships at all levels of the organization
Educational/Previous Experience Requirements:
Minimum Degree Required:
High school diploma or GED equivalent
and
At least five years of administrative or office support experience or any equivalent combination of experience, education and/or training approved by Human Resources
Licenses/Certifications:
Licenses/Certifications Required at Date of Hire: None
Working Conditions:
Hours: Normal business hours, some additional hours may be required
Travel Required: Local travel may be required
Working Environment: Climate controlled office
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