Administrative Assistant Support Job Description

Administrative Assistant Support Job Description

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Administrative assistant support provides guidance, assistance and maintains the Xerox WorkCentre and the HP copier/fax equipment via Xerox service; orders office supplies via W.B.

Administrative Assistant Support Duties & Responsibilities

To write an effective administrative assistant support job description, begin by listing detailed duties, responsibilities and expectations. We have included administrative assistant support job description templates that you can modify and use.

Sample responsibilities for this position include:

Skill with computers including the ability to use email, to manage a calendar program, and to use the Microsoft Suite of programs particularly including Outlook, Word, Excel, and PowerPoint
Maintain a timely and accurate placement of new hire sample kit orders and field rep employee orders, maintenance of new hire checklist for user access when new hires begin, and staff registration lists for vendor sites
New staff set up including organising PC, phone, ID pass and floor access
Audit of Compliance floor access on a quarterly basis
Providing support to the team as needed with travel, meeting coordination, preparing PowerPoint presentations, and ordering supplies
Making PowerPoint flyers for staff announcements
Administers calendars for Directors to Vice Presidents by supporting with their scheduling through assessment of meeting invitations
Provide high level administrative support for the executive level
Work with other administrative support personnel to provide team coverage
Strong communication and interpersonal skills the maturity and professionalism to work closely with the senior management, and their staffs

Administrative Assistant Support Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Administrative Assistant Support

List any licenses or certifications required by the position: CPR, EPA, PLMS, AED, CSCS, NSCA, DEA, ATLS, ACE, FERPA

Education for Administrative Assistant Support

Typically a job would require a certain level of education.

Employers hiring for the administrative assistant support job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Collage Degree in Education, Department of Education, Graduate, Technical, Business, Communication, Associates, Business/Administration, Management, Faculty

Skills for Administrative Assistant Support

Desired skills for administrative assistant support include:

Access
Excel
Microsoft Word
PowerPoint
ARIBA
Customer Service Request System
Fax equipment and Xerox equipment
NIKU
Payroll TIME Proficient in the use of email
VANTIVE

Desired experience for administrative assistant support includes:

Work independently and proactively managing workloads and project timelines
The ability to understand and anticipate administrative needs, taking ownership rather than waiting to be told what to do
The energy, enthusiasm, and excitement to drive the office and get things done, which may include tactfully holding others, often senior managers, accountable to ensure their part of a task is completed in a timely way
Integral skills include Organization, Planning Skills, Calendar Management, Effective Verbal and Written Communication, Problem Solving, Analytical and spreadsheet skills
Administers calendars for VP by supporting with their scheduling through assessment of meeting invitations
Distribute incoming orders to sales support representatives

Administrative Assistant Support Examples

1

Administrative Assistant Support Job Description

Job Description Example
Our innovative and growing company is hiring for an administrative assistant support. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative assistant support
  • Ensure all documentation is prepared for meetings including preparation of slidepacks
  • Co-ordination of compliance reports and breaches/incidents as required by local and regional management
  • Ensure Aus/NZ breaches & incidents are maintained in local Aust/NZ sharepoint register
  • Arranging travel bookings and itineraries for Compliance team
  • Reconciliation of AMEX accounts, expense reimbursements in Concur and invoices in dbBuyer including processing payments for section 672 tracing notices
  • Assist new starters and the team with admin tasks
  • Administration in relation to desk moves and building related requests
  • Ordering stationery, equipment and IT assets for the team as required
  • Tracking and general maintenance of APAC compliance polices on the DB policy portal and Compliance intranet page
  • Maintain files including Worldox (document management system) and archiving of files as required
Qualifications for administrative assistant support
  • Check Background Questionnaires received from HR and flag any issues to Markets compliance
  • Send notifications re companies that are in liquidation/receivership to ensure they are not DB account holders
  • Co-ordination and lodgement of Annual ‘FOS’ levies and NZ ‘FSP’ Levies
  • BCM Co-ordinator for Compliance
  • Other administration duties as required by Compliance
  • Demonstrate a flair for fast understanding of databases and online administrative systems
2

Administrative Assistant Support Job Description

Job Description Example
Our growing company is hiring for an administrative assistant support. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative assistant support
  • Provide administrative and clerical support for the set up and running of the personal tutoring system within MEDIC
  • Update Virtual Learning Environments such as Learning Central
  • Update student / tutor records via the Student Information Management System (SIMS)
  • To maintain records and databases
  • Prepare correspondence and training materials / handbooks
  • Respond to queries regarding personal tutoring from students and academics
  • Monitor compliance of staff and students with the personal tutoring system requirements
  • Manage reallocations of students to personal tutors as required
  • Generate data reports to determine the functionality of the systems in place
  • To ensure that databases and client files are up to date and secure
Qualifications for administrative assistant support
  • Ability to develop, maintain and adhere to action items, responsibilities, goals and initiatives self-imposed or assigned
  • Flexibility in schedule to work overtime when needed and to accommodate occasional after hours business activities
  • Ability to provide consistently accurate service with acute attention to detail
  • Ability to multitask and manage multiple events, meetings or projects in a fast-paced environment for a variety of client representatives
  • Dependability and maturity strongly required with the ability to accommodate change when needed
  • To support the work of the C21 Programme team, to contribute to team meetings, develop good practice within the team and assist colleagues in their work
3

Administrative Assistant Support Job Description

Job Description Example
Our growing company is hiring for an administrative assistant support. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative assistant support
  • Update onlinecampus@lists and bbsupport@lists member membership request
  • Answer the phone and direct calls to info page or appropriate number
  • Monitor dates and collect Online Campus news for an AA newsletter blasts
  • Update online news source subscriptions
  • Upload YouTube video files and captioning
  • Responsible for coordinating arrangements for all departmental meetings and events
  • Proof and edit department correspondence, websites, and flyers
  • Represent the department through attendance at campus events, membership in campus organizations, and involvement in event planning committees
  • Answering phones for the floor you are supporting
  • Updating checklist of staff each day (PTO, meetings, travel)
Qualifications for administrative assistant support
  • Familiarity with Oracle Systems Oblong Interface is a plus
  • Excellent administrative, organizational and professional communication skills (verbal and written)
  • Demonstrated professional interpersonal skills – high level of motivation, integrity, self-confidence and ability to take initiative
  • Extreme attention to detail, follow up, highly organized
  • Collaborative team player with proactive approach
  • Ability to ensure security of confidential information – discretion and confidentiality required
4

Administrative Assistant Support Job Description

Job Description Example
Our growing company is looking for an administrative assistant support. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for administrative assistant support
  • Submits maintenance work orders, room reservations for faculty, and IT service tickets
  • Maintains PHAP Blackboard group regarding faculty, student staff info, and announcements
  • Ensures confidentiality in all processing and transmission of forms
  • Work with corporate Facilities and outside vendors to request service calls for copiers, printers, other office equipment and general building issues
  • Be the point of contact between management and company employees/clients and manage information flow
  • Manage executives daily schedule (set up meetings, travel, speaking engagements)
  • Oversee the performance of other clerical and administrative staff
  • Act as an office manager by keeping up with office supply inventory
  • Format information for internal and external communication - memos, emails, presentations, reports
  • Screen and direct phone calls and distribute correspondence
Qualifications for administrative assistant support
  • Ability to understand standard office procedures, operate standard office equipment, and learn office technology systems
  • At least two years of college experience or degree
  • Knowledge of university infrastructure, policies and procedures
  • Any additional Foreign Language is a plus (Italian, German…)
  • Engage and escalate issue if needed around maintenance, copiers and misc
  • Ability to help the staff in making mailing labels, shipping requisitions, transmittals, expense reports, travel
5

Administrative Assistant Support Job Description

Job Description Example
Our company is growing rapidly and is looking for an administrative assistant support. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for administrative assistant support
  • Maintain resale certificate records
  • Maintain all customer files
  • Ability to audit the accuracy of purchase orders, vendor invoices and vendor statements
  • Process invoices under both purchase order module and accounts payable module
  • Ability code expenses accurately
  • Ensure all discounts and due dates are properly administered
  • Process a weekly check run
  • Route checks to Controller for audit and signature process
  • Reconcile / research vendor amounts
  • Ability to resolve discrepancies working in a courteous and professional manner with external and internal customers
Qualifications for administrative assistant support
  • Ability to independently implement routine office procedures and apply policies and procedures according to available guidelines
  • Knowledge of Health Professional Schools application procedure
  • Knowledge of Virtual faculty evaluations, AMCAS, AACOMAS, AADAS, OPTOMCAS, PHARMCAS, and VMCAS
  • Position requires a HS diploma and a minimum of 10 years of experience as an executive assistant and must possess the ability to handle senior level executive planning
  • Candidate must be highly skilled in office management, requisition management and possess excellent analytical skills
  • Must have a proven ability to manage and coordinate activities between department heads

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