Contractors’ Warehouse —
Administrative Assistant, Director Level: Learning Organization

Position Purpose:

The Administrative Assistant (Director Level) will provide administrative support to the Director and the Director's team. They will perform a broad range of administrative duties to support the daily business operation including planning and scheduling meetings, managing customer inquiries, reviewing documents, and planning events. This role requires the ability to take initiative, analyze many factors and use judgment to make informed decisions. They must be able to manage access to confidential business, associate, and candidate information. This role requires excellent communication with all levels of staff whether in person, via email, or over telephone.

Key Responsibilities:

• 30% Performs clerical duties such as typing, note taking, and managing daily mail to make certain that order is maintained within the office or department and documents are accurate; Responsible for establishing and maintaining official documents and records in appropriate files to ensure organization of materials.
• 30% Schedules and coordinates appointments and makes arrangements for meetings, conferences and travel to ensure effective management of supervisor's/department's calendar.
• 25% Prepares routine letters, memorandums, agendas, presentations, forms, etc.; Maintains Director' s email and voicemail correspondence to maintain adequate and timely communication;
• 15% Screens telephone calls and resolves or refers them as appropriate; assists with some light accounting/budget review.

Direct Manager/Direct Reports:

• This position typically reports to Director/Sr. Director
• This position has 0 Direct Reports

Travel Requirements:

• No travel required.

Physical Requirements:

• Most of the time is spent sitting in a comfortable position and there is frequent opportunity to move about. On rare occasions there may be a need to move or lift light articles.

Working Conditions:

• Located in a comfortable indoor area. Any unpleasant conditions would be infrequent and not objectionable.
• No travel required

Minimum Qualifications:

• Must be eighteen years of age or older.
• Must be legally permitted to work in the United States.
• Provides primary support to a specific supervisor and/or department.
• Typically has frequent contacts outside the workgroup.
• Typically assignments follow existing routines or instructions.
• Typically considers among a few options and past practice when solving problems
• Typically, guidance is always available and prior permission is required before changing work methods.

Preferred Qualifications:

• Excel skills: Creates and edits contents of basic documents. Uses formulas, filters, multiple workbook tabs, etc.
• Word skills: Creates and edits documents and templates. Uses advanced formatting (page/section breaks, multiple columns per page, image formatting, creating headers/footers, etc.).
• PowerPoint skills: Creates and edits documents and templates. Uses advanced formatting (image formatting, editing master templates, manipulating smart art, slide transitions, etc.). Can install macros.
• Outlook skills: Creates, sets up, and manages email accounts. Manages advanced calendar features (e.g., setting up permissions, connecting meetings to OneNote). Develops macros to automate repetitive tasks.
• Visio skills: Creates and edits documents and templates. Can use some advanced formatting with minimal assistance.
• OneNote skills: Creates, manages, edits, and shares documents and templates. Can use some advanced formatting with minimal assistance.

Minimum Education:

• The knowledge, skills and abilities typically acquired through the completion of a high school diploma and/or GED.

Minimum Years of Work Experience:

• 2

Competencies:

• Action Oriented: Attract opportunities/issues proactively and resolve problems as they arise
• Communicates Effectively: Communicate clearly and respond effectively with appropriate tone through various mediums (written and verbal).
• Instills Trust: Manage competing priorities to follow-through on commitments and communicate with others transparently.
• Situational Adaptability: Take direction and cues from others to determine when to adjust approach to a situation and learn to be flexible to complete assignments.
• Customer Focus: Anticipate and follow-through on customer needs and use feedback to improve customer service.
• Collaborates: Volunteer and contribute to group projects, acknowledge others' contributions.
• Decision Quality: Make decisions independently considering various trade-offs and determine when issues need escalated.
• Resourcefulness: Find ways to get work done with limited time/resources by effectively prioritizing and gather additional resources when needed.