Administrative Assistant IV
Administrative Assistant IV - Oakland, CA
Provides administrative and operational clerical support to department managers and/or staff. Responsibilities may include answering phones and relaying messages/information to both departmental staff and callers; scheduling/calendaring meetings and conferences; maintaining filing systems; ordering/stocking office supplies; opening/sorting mail. Types/proofreads/composes correspondence; creates graphs and presentations; researches as needed. Essential Functions: Provide advanced administrative and business operations support to vice president, executive director and staff. Responsibilities include however, are not limited to: Manage multiple calendars Manage email for leaders Type/proofread/compose email correspondence Participate in functional team meetings; coordinate logistics and act as scribe Create graphs and pivot tables Research issues as needed Lead green initiatives for the administrative team Answer phones and relay messages/information to both departmental staff and callers Facilitate webex meetings including managing invites/rsvp's Report time for multiple functional areas Must have advanced power point skills in order to develop routine to complex presentations including graphics, sound and animation Coordinate small to large conferences Develop and/or maintain filing systems Order/stock office supplies Open, sort and distribute mail On/Off board employees Manage org chart, phone list and distribution changes for respective teams Ability to produce quality results in an extremely fast paced environment with ever changing priorities Qualifications: Basic Qualifications: - Typically seven (7) plus years of administrative assistant experience supporting at the department head or executive level, or related experience. - High school diploma, GED or related experience. - BA/BS preferred. - As a skilled specialist, completes tasks in creative and effective ways. - Ability to learn and apply an advanced understanding of the organization and its functional policies and processes. - Ability to manage dynamic calendars for management including event planning with external vendors. - Advanced writing skills to compose more difficult, detailed correspondence and to recommend updates to department documents as needed. - Intermediate to advanced knowledge of two (2) or more of Microsoft Office Suite applications: Word, Excel, PowerPoint and/or Access, depending upon department or business needs. - Working knowledge of email and office equipment (fax, phone, copier, etc.). - Requires ability to learn and apply an advanced understanding of a large, complex organization and its customers. - KP experience a plus