Provides high-level administrative support services to an assigned leader, or group of leaders, and/or department(s).
Exercises discretion and independent judgment while performing key job responsibilities.
Reports to a leader at the manager, director, vice president or senior vice president level.
ESSENTIAL KEY JOB RESPONSIBILITIES
1. Completes standard administrative processes such as mail processing, filing, faxing, scanning, copying, collating and organizing as needed; may delegate or outsource these functions to others if resources are available
2. Proactively and independently manages, analyzes (as needed) and coordinates calendars and itineraries for leader(s) supported
3. Creates and edits documents, spreadsheets, presentations and organizational charts; additionally is able to develop complex documents, spreadsheets and presentations independently on behalf of the leader(s) supported as needed
4. Coordinates travel arrangements, including complex travel itineraries for leaders supported utilizing standard processes and resources
5. Runs and distributes standard reports; creates custom reports and/or analyzes reports as needed
6. Follows (and may create) procedures and maintains procedural documentation
7. Prepares for and supports meetings including scheduling and preparing appropriate meeting space, ordering catering, providing hospitality services to guests and assisting with materials, presentations and other resources as requested
8. Independently plans, organizes and oversees large scale meetings and/or conferences ensuring that critical needs and all details are considered and addressed (includes site selection, contract management, agendas, materials production and coordination of presenters and other resources); may include group travel coordination
9. Records and creates high level documentation of meeting minutes based on knowledge of the business
10. With minimal direction, drafts, edits and distributes internal and external communications on behalf of leaders
11. Proofreads and edits others' communications before distribution
12. Administers distribution lists
13. Administers collaboration communities on Inside CHI
14. Creates and conducts surveys and provides organized reports to leaders (may provide recommendations for leader consideration when presenting survey results)
15. Submits and codes invoices and expense reports; assists with routing to the appropriate queues for leader approval; approves invoices according to predetermined guidelines
16. Collects and compiles data in preparation for budget process; may be asked to prepare reports in support of leader's budget responsibilities
17. Processes and files department contracts and agreements; previews and monitors contracts for changes and/or action
18. May assist with editing timekeeping records
19. Cross trains to learn unique responsibilities of peers within the department/group
20. Gains in-depth specific knowledge about their particular department/group and the organization to build business acumen; develops an understanding of the interconnectedness of departments/groups; applies knowledge in daily work
21. Provides back-up administrative coverage for peers ensuring all internal and external customers are served (back-up coverage may be requested for another department or group as well; requested by manager and based on business need; ASG members function as a team for the organization as a whole; may include answering another leader's phone or responding to inquiries to ensure seamless customer service)
22. Secures back-up administrative coverage for their own absences
23. Coordinates administrative projects and leads committees
24. May participate in CHI committees on a volunteer basis or as requested (volunteer assignments must be approved by supervisor in advance)
NON-ESSENTIAL JOB RESPONSIBILITIES
1. Other duties as assigned by management
MINIMUM QUALIFICATIONS
Required Education for Staff Job Levels Bachelor's Degree (Four-year degree)
Required Licensure and Certifications
Required Minimum Experience Six years of administrative experience
Required Minimum Knowledge, Skills and Abilities
• Able to interact and communicate verbally with a wide range of personalities, both internal and external customers
• Knowledge of and ability to apply structure and content of English language including meaning and spelling of words, rules of composition, grammar and punctuation (in both written and verbal communications)
• Able to employ active listening techniques in all interactions with others
• Able to write correspondence for oneself or on behalf of a leader with minimal direction
• Demonstrates high level proofreading and editing skills
• Able to synthesize information into a format that is useful to the audience for oneself or on behalf of a leader
• Able to share information in written, verbal or presentation format clearly and articulately
• Able to read, write and verbally share information and ideas in a clear and organized fashion
• Able to compile information, run standard and prepare complex customized reports, develop and distribute business correspondence, and develop/maintain procedure manuals
• Able to interpret a variety of instructions furnished in written, verbal, diagram, or schedule formats
• Independently observes, gathers, receives, and otherwise obtains information from all relevant sources to complete daily work and projects
• Able to develop complex documents, spreadsheets, presentations and meeting minutes independently
• Able to lead administrative project teams or committees
• Able to perform intermediate functions using Microsoft Excel
• Able to perform advanced functions using Microsoft Word, PowerPoint and Outlook
• Able to navigate Internet
• Able to apply concepts of basic mathematics (i.e. calculate quantities and dollar amounts), compute statistics and assist with standard budget spreadsheet preparation
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Last updated on Apr 29, 2019