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Administrative Assistant

Pasadena, CA

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Description

Description

Provides advanced administrative support associated with office operations. Usually deals with complex and confidential departmental information. No instruction on routine work, general instructions on new projects.

Essential Functions:

• Completes special projects/ad-hoc reports, including designing graphic presentations, as delegated by management.

• Orchestrates and organizes project meetings, schedules and materials such as agendas, timelines, reports and presentations.

• Takes minutes.

• May perform desktop publishing.

• Uses a variety of software to compose letters/prepares reports for executive/manager review.

• Maintains confidential department files and records.

• Maintains manager/executives calendar; arranges meetings, conferences and travel itineraries.

• Screens telephone calls/visitors, refers to appropriate staff member.

• Interprets policies and procedures in response to inquiries.

• May provide information to top level management, Board Members. etc.

• Reviews/screens manager/executives mail, researches issues and provides recommendations.

• May provide training/direction to other non-exempt personnel.

Job Requirements

Basic Qualifications:

• Minimum three (3) years of secretarial/administrative or comparable experience.

• 2-year degree required, 4-year degree preferred.

 

Additional Requirements:

• Advanced writing, reading and arithmetic skills required.

• Ability to respond to top level management inquiries and assemble highly confidential/sensitive information.

• Strong customer service skills required to communicate effectively with all levels of management internal/external.

• Initiative and analytical ability to research and prepare reports.

• Proficient with software used by the department (i.e.: KP Payroll System, MS Word, Excel).

• Proficiency in MS Word & MS Excel must be demonstrated through testing.

• Word processing speed: 40 wpm required.

• Must be able to work in a Labor/Management Partnership environment.

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