Administrative Assistant 3

Company: LTD Global, LLC
Location: Berkeley
Posted on: February 23, 2021

Job Description:

The incumbent will provide a comprehensive range of specialized administrative services requiring considerable judgment and initiative. The incumbent will be expected to apply highly specialized knowledge to ensure that the division is successful in supporting its 200+ staff, and guests. Provide a wide range of administrative support to ensure adequate back--up support for other team members in the functional areas of: Administration, Finance, Human Resources, Office Space, Public Affairs, Safety and General Operations.What You Will Do:* Act as the first point of contact for external and internal customers.* Provide day--to--day administrative support to staff and guests.* Provide guidance and training to ensure compliance with various administrative and general business processes.* Orient Staff and Affiliates to resources. Create and maintain filing systems.* Act as a back--up for administrative personnel at other locations.* Will be responsible for coordinating fully hosted seminars and meetings.* Coordinating group organized events.* Responsible for ensuring general calendar is up to date and is a resource for planning purposes throughout the division. Support all aspects of event planning.* Organize and plan/manage events/meetings: identify hotel and meeting space, dates, AV, meal, special shuttle, evening dinner needs, logistics, travel, accommodations, and transportation needs.* Create Event Approval Request.* Act as a Property Coordinator. Update property databases with new custodian assignments, property passes; support annual inventory review.* Support the procurement requisition process.* Represent the division on a variety of councils and committees within and external to the division as assigned.* On a routine basis, incumbent will track and maintain accurate data and reports.Additional Responsibilities as needed:* Work on special projects for senior management or other activities assigned.* Lead or provide direction to support personnel. Serve as a team/ project leader on administrative projectsWhat Is Required:* This opportunity requires a confident team player with excellent interpersonal/customer service skills and a minimum of 6 years of relevant administrative assistant experience.* Must be able to work effectively with a diverse range of people.* Works independently and as a part of a team that includes individuals of various levels within the organization.* Strong computer skills at an intermediate to advanced level, including Microsoft Office, electronic mail, and calendaring systems.* Confidentiality and discretion skills are a must.* Experience with administrative and financial transactions and documentation (such as procurements, travel); working with financial/non--financial data (such as office metrics, publications and citations databases); planning conferences and meetings; processing routine HR actions (time keeping, employee and guest hire forms); interacting with general office activities.* Strong skills with demonstrated abilities to independently operate within a front office environment.* Strong skills with a great interest in working with accessing, relating, inputting and maintaining databases with a demonstrated ability to analyze and synthesize data into charts, graphs, and queries using various software applications.* Demonstrated independent and sound problem--solving and decision--making skills and the ability to suggest and implement new ways of providing efficient and cost--effective support services.* Advanced written and verbal communication skills and ability to independently compose standard correspondence and other administrative letters, email, etc. Demonstrates advanced administrative skills including accurate and excellent proofreading, editing and grammar skills.* Advanced computer experience with computer programs including Word, PowerPoint, Excel, Acrobat; must be able to produce high--quality, error--free documents. Knowledge of calendaring tools, email, the web environment, EndNote is desirable.* Ability to learn quickly, be a critical thinker, ask questions or verify instructions.* Ability to function independently as well as part of a team and take direction from other administrative assistants, work leads, supervisor, and customers in general.* Ability to conduct work at multiple locations, travel to various on--site locations and be mobile.* Ability to work occasional overtime, to respond quickly, and maintain flexibility during periods of changing work priorities and tight time constraints.Powered by JazzHR3mDfZzpDmD

Keywords: LTD Global, LLC, Berkeley , Administrative Assistant 3, Administration, Clerical , Berkeley, California