The Administrative Assistant handles clerical tasks, assists the Division Director as needed in implementing systems and executing procedures, and generally provides for an efficient operation of the office.
RESPONSIBILITIES
- Perform various administrative functions including data entry, filing, arranging travel, scheduling, answering phones, distributing mail, and maintaining databases and organize electronic and hard copy filing and tracking systems
- Draft correspondence and other materials as requested; respond to written and verbal inquiries, as directed
- Code, track and otherwise process invoices within the gatekeeper system
- Process and track travel and other expenses using the Concur expense reporting system
- Provide logistical support for division-wide events, scheduling and arranging meetings, conference calls and webinars; coordinating catering and audio-visual requests; preparing materials and taking minutes
- Coordinate grant and budget tracking
- Coordinate intern application reviews
- Provide logistical support for division-wide events, scheduling and arranging meetings, conference calls and webinars; coordinating catering and audio-visual requests; preparing materials and taking minutes
- Coordinate onboarding and exit of division employees
- Maintain inventory of department office supplies and equipment
- Schedule, facilitate, and provide logistical support for be they in-person, teleconference, or webinars
- Provide general clerical and administrative support to the unit
- Engage in special projects and other duties as assigned
In addition to:
- Center principles of equity, inclusion, and belonging in all work, embedding the values in program development, policy application, and organizational practices and processes
- Commitment to the mission of the Allied Global Marketing
- Demonstrate a commitment to diversity within the office using a personal approach that values all individuals and respects differences in regards to race, ethnicity, age, gender identity and expression, sexual orientation, religion, disability and socio-economic circumstance
- Commitment to work collaboratively and respectfully toward resolving obstacles and/or conflicts.
EXPERIENCE & QUALIFICATIONS
- Highly organized with excellent time management skills; detail oriented with the ability to work in a fast-paced environment, and manage multiple projects simultaneously, often under strict deadlines
- Strong written and verbal communication skills
- Ability to work independently and collaboratively
- Excellent interpersonal skills and confidence to navigate a large department and complex organization
- Proficient in Microsoft Office Suite (i.e. Word, Excel, Outlook, PowerPoint)
- Commitment to the mission of Allied Global Marketing
PREFERRED QUALIFICATIONS
- Equivalent experience in an administrative role
- Previous experience with legislative issues, advocacy, or political work
- Experience with Concur or other similar travel and expense reporting system is preferred.
Allied Global Marketing is proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, veteran status, or any other status protected under federal, state or local law. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.