Administrative Assistant - Travel

Summary

Under general supervision, provides broad administrative support to a department.  This includes the maintenance of files and records; coordination of meetings, small conferences and travel; preparation of letters, memos, expense reports, and various other reports; receives and screens callers; handles mail, manages calendars, and other related duties.

Duties and Responsibilities

1. Maintains files and records and analyzes the monthly income and expense reports against a budget tracking spreadsheet.  Records variances and determines any discrepancies involving revenue issues, coordinates with accounting to rectify errors and track to completion.  (20%)
2. Prepares, creates, proofreads and reviews confidential and general business correspondence and reports covering a wide variety of departmental topics where knowledge of department functions is required.  (15%)
3. Coordinates meetings and conferences (including space, time and notification of attendees), and makes travel arrangements for appropriate department personnel (registrations, airlines, hotels, car rental, etc.).  Arranges travel itineraries and processes travel expense reports.  (15%)
4. Receives and screens callers/visitors and handle as appropriate.  Provides departmental phone support and may interact with associates, club associates and vendors regarding programs and services supplied by the department.  (10%)
5. Reviews incoming business correspondence and reports to identify and correct errors or discrepancies, initiates corrective action, and follow up; organizes pertinent support information for presentation to supervisor or appropriate staff person.  Distributes and prioritizes mail for department.  (10%)
6. Creates electronic requisitions as required by the department and order and track delivery of consumables.  Monitors, inventories, and orders departmental office supplies; and processes payroll time sheets.  (10%)
7. Maintains department and or management?s calendar and assists clients, vendors and department staff with locating meetings.  (5%)
8. Maintains department web site via updating and posting information based on analysis of client and or department needs.  (5%)
9. Other departmental specific tasks such as, but not limited to the following:  (10%)
? Creates Power Point presentations
? Creates and updates department organization chart
? Maintains and tracks department goals
? Logs publications and statistics into department database
? Drafts and distributes minutes from meetings
? Assists with preparing department budget
? Handles billing for department

Requirements

? AA degree and one (1) to two (2) years general work experience
? Or High School diploma and two (2) to four (4) years general work experience
? Proficient in standard PC applications
? Proficient command of business English and ability to communicate effectively with all levels of staff
? Strong writing and grammar skills
? Experience in coordination of multiple projects
? Ability to work independently, prioritize tasks, and meet deadlines
? Excellent organization skills and attention to detail
? Must possess an excellent customer service attitude
? Knowledge of basic web page updates preferred