Administrative Assistant to the CFO - IUPAT

Description/Job Summary

The incumbent performs complex and challenging administrative work. The incumbent works with minimal instruction or supervision and must be able to multitask and prioritize a wide variety of assignments. Candidate must be well organized, and exercise the ability to work independently and collaboratively. Advanced written and communication skills required. Incumbent must be comfortable working with executive staff, management and administrative support staff. Incumbent should have at least an intermediate knowledge on how to generate reports, develop presentations, and spreadsheets. Incumbent will be tasked with coordinating calendars, and travel arrangements. Intermediate to advanced proficiency in Microsoft Word and Excel required. Adobe 9 not required, but a plus for this position.

Responsibilities/Duties

• Distribute incoming mail and prepare outgoing mail for the CFO office
• Assist CFO and staff as needed on specific project work
• Assist other administrators and executive assistants with overflow work and mass mailings
• As directed by CFO, serves as administrative back up for GST
• Schedules and prepares for conferences, meetings and travel for CFO and other Staff as needed
• Maintains hard copy and electronic filing system
• Proofread and review correspondence
• Receives and screens visitors and telephone calls
• Implements administrative systems, procedures, polices, and monitors projects
• Performs data entry functions as needed
• Responsible for IUPAT and Affiliates fleet vehicles
• Contributes to team by accomplishing related work assignments as needed
• Other duties as assigned

• The incumbent has the responsibility of properly directing calls to appropriate staff.

Required Skills

• Excellent customer service
• Strong written and oral communication skills. 
• Ability to work with all staff at various levels.
• Punctuality and good attendance are required. 
• Professional appearance.
• Intermediate to advanced knowledge of Microsoft Word, Excel, PowerPoint, web browser, and Google Mail. Adobe 9 not required, but a plus. 

Required Experience

• Minimum five (5) to ten (10) years of general office experience. 
• Computer literacy required.

Preferred Experience

Union experienced preferred.

Required Education

Details

Lifting of light boxes may be required in the course of organizing and distributing work in the office. Overtime maybe required to meet deadlines.

Use of the computer for approximately 70% of the day. Forty (40) hours will constitute the regular work week. The working hours will be eight (8) with 30 minutes for lunch per day. Flex start time window applicable (7:00am to 9:00am).  However, flex window hours are subject to change to assigned start time(s) based on departmental needs.

Salary Range:  $72,000 - $90,000