Under general direction, provides administrative support to a department Vice President or Assistant Vice President. Exercises initiative, independent judgment and discretion in screening calls, greets and escorts visitors, and corresponds to written and oral requests for information. Coordinates projects, events and/or meetings, composes and types of correspondence [confidential in nature], researches and compiles data and prepares various reports
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Represents the department with professional presence and a proactive approach, fostering teamwork and collaboration, while anticipating internal and external customer needs.
- Performs a variety of department project initiatives not limited to office tasks with an ability to multi-task effectively, supporting department leadership team in administrative details.
- Provides administrative support, including taking incoming phone calls, making travel arrangements and expense reports, responding to requests, completing routine purchase requests and maintaining Vice President and Assistant Vice President’s personal calendar.
- Participates in administrative and management staff meetings and attends other meetings and seminars; may maintain appointment schedules and arrange for meeting locations.
- Compiles and distributes meeting minutes with strong organizational skills and ability to monitor details for future tasks to keep leadership team current on next business meeting initiatives.
- Coordinates the day-to-day administrative and project activities for the department; reviews internal procedures and recommends changes; takes initiative in adapting and applying procedures to address unusual situations.
- Assists with special projects by researching and compiling data and preparing reports.
- May supervise, train, counsel and evaluate administrative staff engaged in performing a broad range of duties in support of professional staff and the department; may coordinate administrative support assignments by distributing and monitoring work flow.
- May participate in preparing budgets and maintaining budget accounts; ensures the maintenance of records in support of budget administration.
- Completion of high school education. Three to four (3-4) years of progressively administrative experience, supporting Senior-level Executive.
- Any equivalent combination of education and/or experience may be substituted for the above.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
- Knowledge of modern office and administrative practices and procedures.Knowledge of proper English grammar, sentence construction, spelling and business vocabulary.
- Knowledge of business mathematics. Skill in the operation of modern office equipment, including word processing and spreadsheet software. Proficiency in Microsoft Office Suite, Visio, Outlook.
- Ability to perform intermediate mathematical calculations involving fractions, decimals and percentages.
- Ability to compose and edit non-routine correspondence, statistics and reports and maintain accurate documentation, using good business vocabulary and proper grammar and construction.
- Ability to communicate clearly and effectively, both orally and in writing.
- Ability to receive and process information of a sensitive or confidential nature with discretion, tact and diplomacy.
- Ability to coordinate work activities with staff in other sections in order to accomplish assignments within pre-established time limits.
- Ability to train, organize, assign, supervise and evaluate the performance of others.
- Must obtain a Security Identification Display Area (SIDA) Airport Identification/Access Badge (badge) in accordance with Department of Homeland Security Transportation Security Administration (TSA) requirements in Chapter 49 of the Code of Federal Regulations Part 1500 et al., and DFW Airport’s Airport Security Program within thirty (30) days from date of employment and maintain qualification for a SIDA badge upon each badge renewal.
- Bachelor’s degree.
- Certified Administrative Professional [CAP] certification.
- Project Management certification.
- Works in an office environment.
- Sits for extended periods of time.
- Uses keyboard devices and a computer monitor.
- Uses near-visual acuity in proofreading typed assignments.
- Exchanges information by telephone, computer, in person and in writing.
- Uses reasoning in problem solving and analysis.