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Administrative Assistant

Pasadena, CA

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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

  • Minimum three (2) years of secretarial/administrative or comparable experience.
  • 2-year degree required; 4-year degree preferred.
  • 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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