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Executive Secretaries and Administrative Assistants

Location : Albany, NY
Job Type : Temp/Contract
Reference Code : 019
Start Date : 10/01/2021
End Date : 03/31/2022
Hours : Full Time
Travel : No
Relocation : No

Job Description :

Duties include, but are not limited to:
• Using the computer, put draft documents and presentations into final form. Edit documents and presentations for correct grammar, usage and style. Requires proficiency with Microsoft Word and Microsoft PowerPoint
• Answer phones and route calls
• Draft routine correspondence. Collect background materials and attachments and ensure that they are included with correspondence
• Make copies of documents as needed
• Intake employee appeals by opening correspondence, creating files and scanning documentation into case management system
• Manage records and produce correspondence regarding various programs administered by GOER
• Open, review and distribute mail in accordance with staff assignments. Pull files and provide relevant material to accompany mail.
• Arrange for special mail pick-up and deliveries
• Maintain calendars for staff, schedule meetings and appointments and resolve scheduling conflicts
• Make travel arrangements and prepare travel vouchers and other travel-related forms
• Arrange for meetings, by arranging for space, notifying and registering participants and prepare handouts and background material
• Schedule meetings in agency conference rooms and via WebEx. Function as primary contact for meeting arrangements (furniture, equipment) for executive conference room
• Make sure scheduled visitors entered in visitor management system
• Greet visitors and direct them to meeting locations
• Monitor physical condition of offices and contacts janitorial services and building maintenance staff to arrange for cleaning and repairs
• Maintain the office supply inventory and orders supplies as necessary

Required Qualifications :

Minimum Qualifications:
• High School Diploma
• Minimum four years of experience in program support role or Administrative Assistant for multiple staff with varying job responsibilities
• Highly proficient in the use of Microsoft Office including Word, Excel and Power Point
• Excellent organizational, interpersonal, customer service and written communication skills
• Ability to work as part of a team and independently
• Ability to deal with multiple priorities and competing deadlines
• Attention to detail a must

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