Administrative Assistant

Job Summary:Performs a variety of administrative duties to support the management and staff of an assigned office in accordance with established policies, procedures, systems, guidelines and objectives. Assists in resolving administrative issues and problems. This position typically works under close supervision and direction. Additionally, this role includes onsite office management duties to ensure the smooth operation of the office environment.

Essential Job Duties and Responsibilities:

• Performs a variety of administrative duties in accordance with established policies, procedures, systems, guidelines and objectives.
• Prepares, types, and edits a variety of material including correspondence, memos, reports and technical material.
• Formats and prepares documents using word processing software.
• Composes routine correspondence on own initiative.
• Responds to requests for non-technical data and provides readily available information to authorized requestors.
• Screens telephone calls, visitors and incoming correspondence and takes appropriate actions as needed.
• Assists in tracking and monitoring departmental activities including pending matters, schedules, calendar events, etc. Follows up and expedites pending documents and information.
• Compiles and checks information for records and reports.
• May attend meetings, record proceedings and prepare and distribute meeting information.
• Maintains departmental records and files.
• May make reservations and travel arrangements.
• Requests and maintains office supplies. Arranges for office equipment repairs and servicing as needed.
• Assists in resolving administrative issues and problems, and makes referrals to appropriate staff as needed.

Onsite Office Operations Duties:

• Works with leadership to ensure the day-to-day operations of the office, ensuring a clean and organized workspace.
• Coordinates with building management for maintenance and repairs.
• Works with security team on access control.
• Assists leadership with office budgets and expenses including working in SAP to approve invoices in partnership with accounts payable.
• Organizes office events and meetings.
• Ensures compliance with health and safety regulations.

Minimum Job Requirements:

• High school degree/diploma, or equivalent, plus a minimum of three years of experience performing administrative duties. Proficient in word processing software. Knowledge of spreadsheet, database, presentation, e-mail and appointment scheduling software required. Must be able to exercise tact, diplomacy, courtesy and judgment in communications with all levels of employees and outside contacts. Ability to follow written and verbal directions. Ability to perform administrative work requiring a high degree of accuracy. Ability to prioritize work, complete multiple tasks and work under deadlines. Ability to work at a computer for extended periods of time. Good oral and written communication skills.

The description provided above is not intended to be an exhaustive list of all job duties, responsibilities and requirements. Duties, responsibilities and requirements may change over time and according to business need.

Cubic Pay Range:

The Cubic pay range for this job level is a general guideline only and not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) responsibilities of the job, education, experience, knowledge, skills, and abilities, as well as internal equity, alignment with market data, applicable bargaining agreement (if any), or other law.