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Under the direct supervision of the president this position provides administrative and secretarial support for the president and department. In addition to typing, filing and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.
Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
Record, type and distribute meeting minutes.
Performs desktop publishing. Creates and develops visual presentations for the president.
Establishes, develops, maintains and updates filing system for the president and the department. Retrieves information from files when needed. Establishes, develops, maintains and updates library of trade journals and magazines.
Organizes and prioritizes large volumes of information and calls.
Sorts and distributes mail. Opens mail for the president. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
Answers phones for president and marketing department. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other system development assistants to cover phones.
Acts as a liaison with other departments and outside agencies. Handles confidential and non-routine information and explains policies when necessary.
Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the president, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
Supports market data analyst in maintenance of the department finances. Activities include: copying check requests and sending to accounts payable travel reimbursement, documenting corporate credit card expenses to corporate finance.
• Performs other duties as directed.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: Associate's or bachelor's degree from a college or university; or three to five years related experience and/or training; or equivalent combination of education and experience. PMP certification or program management preferred.
LANGUAGE SKILLS: Ability to read, analyze, and interpret common scientific, medical, and technical literature, financial reports, and legal documents. Ability to respond to common inquiries or complaints from clients in a professional manner. Ability to construct reports and correspondence utilizing appropriate spelling, grammar, and format. Ability to utilize computer skills to communicate and record data. Ability to respond to common inquiries or requests from managers or other personnel.
REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Job duties may require travel, and business or business casual attire.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands and fingers to type, handle, or feel. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet to moderate.
We are an equal opportunity employer and make hiring decisions based on merit. Recruitment, hiring, training, and job assignments are made without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, or any other protected classification. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.