Sr. Administrative Assistant IV, Oakland, CA Job in Oakland, California US
Sr. 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. Responsibilities Provide advanced administrative and business operations support to vice president of PS operations and staff. Responsibilities include however, are not limited to: Manage calendars Manage email for leader Type/proofread/compose email correspondence Screen calls Data collection and analysis 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 includinggraphics, 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 o Responsible for being the face of the department in a very fast paced environment and is the first point of contact for visitors directing them to their destination. o Works closely with manager and is responsible for being the community benefits advocate for the department coordinating annual events like Bring Your Child to Work Day; The Giving Tree, Heart Walk, Back Pack Drive and more! 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. -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