Administrative Professional IIIJob Descriptions:
BASIC FUNCTIONS AND RESPONSIBILITIES
The Administrative Professional III is a senior-level role providing administrative support to assigned individuals, teams, and projects. This position performs a wide range of administrative and executive-support related tasks independently with little or no supervision, which requires independent judgment, discretion, initiative, flexibility, confidentiality, and follow through.
This position operates under persistent and constant time deadlines and requires excellent organizational and communication skills, consistent accuracy, and professional interaction with senior management, internal staff, and external contacts.
Responsibilities include but are not limited to:
Managing the day-to-day administrative and executive support-related activities of the Vice-President by setting and monitoring her schedule, organizing the incoming flow of work, prioritizing requests, maintaining a monitoring system, and following up to ensure timely responses.
Monitoring and responding to VP’s electronic mail (where appropriate) and prioritize the VP’s correspondence and take action in drafting correspondence and forwarding for action and/or distributing for information.
Scheduling meetings, arranging conferences or workshops, including but not limited to contacting participants, preparing documentation for distribution, and coordinating administrative and logistical arrangements.
Anticipate, prepare, and distribute meeting agendas and information materials. Design and prepare materials for presentations.
Prepare all aspects of VP’s travel from initiating travel arrangements to submitting expenses for reimbursement.
Act as the delegated authority for reviewing and authorizing requests sent to the VP for approval, such as exceptions to corporate policies and expense reports.
Represent Office of the VP in discussions and consultations with other departments regarding administrative policies, procedures, and practices and in collaboration with the Division Director.
Work closely with the Division Director of the Office of the VP to coordinate area-wide activities.
May also include conducting research and compiling information for quarterly or annual reports, departmental projects, or company task forces where information must be gathered and compiled from a variety of sources.
Respond to inquiries from all levels of employees or external sources regarding a variety of questions such as clarification of company policies and procedures, programs, productions, and/or services.
May communicate sensitive information to senior management or external sources.
May attend meetings, conferences, or workshops acting in the capacity of an official recording secretary.
Required Experience:
EDUCATION
A Bachelors degree is required.
EXPERIENCE
Six years of related work experience are required. Executive-level support experience preferred.
OTHER REQUIREMENTS
- Advanced level skills with Microsoft applications (Outlook, Word, Excel, PowerPoint, Access)
- Excellent oral and written communication skills
- Solid project management and analytical skills with ability to multi-task with a high degree of organization and attention to detail
- Ability to effectively prioritize workload, multi-task, and manage changes in direction
- Ability to follow up and follow through
- Must be a self starter and a team player
Keyword: administrative, executive assistant
From: Educational Testing Service
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