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Administrative Assistant

Company: Alutiiq LLC
Location: San Diego
Posted on: November 22, 2021

Job Description:

The Administrative Assistant will perform secretarial duties including filing, taking phone calls, scheduling appointments and making travel arrangements. In addition, the Administrative Assistant will provide administrative support to executive staff with office management responsibilities to include budgeting, personnel records and payroll. The Administrative Assistant may be required to work independently on projects requiring research and preparation of briefing charts and other presentation materials.Primary/Major Duties and Responsibilities (Essential Functions):* Greet visitors, receives and directs calls to relevant staff members. Follows up on telephone conversations and takes appropriate steps to ensure that necessary action is initiated, and subsequently ensures that such action is completed as quickly as possible. Follows up and ensures outstanding issues are addressed.* Handles all requests for meetings, appointments and prepares or requests preparation of briefs indicating purpose of appointments and outlining background data.* As appropriate, arranges for oral briefings by appropriate organizations and discusses the subject of meetings with invitees in order that they will be properly informed and supplied with necessary information.* Makes all necessary arrangements for travel, arranging schedule of visits, making transportation and hotel reservations, notifying organizations and officials to be visited, keeping in touch with the executive in route, writing follow-up correspondence after the return, and submitting travel vouchers and reports.* Reviews outgoing correspondence for compliance with established policy and consistency with organizational procedures.* As requested, makes searches for information that is difficult to obtain, compiles data, and forwards information as appropriate.* Instructs and assists staff members regarding correct procedures to follow in preparing correspondence.* Composes correspondence for signature, refers other documents to appropriate staff for action, and follows-up on such material as may be necessary.* Applies skill in the use of a variety of office automation software, develops a variety of documents in final form which are acceptable for publication. From rough drafts, hand-written notes, or oral instructions, types correspondence, forms, reports, and cables into final form. Ensures correct punctuation, capitalization, spelling, grammar, and conformance to Departmental style.* Plans and carries out the administrative work, handling problems and deviations in the assignment in accordance with established policies.* Assembles information to be used for reports or responses to inquiries and composes correspondence not requiring technical knowledge.* Ensures that all documents are well-written, in proper format, timely, complete, and fully coordinates with other affected organizations.* Oversees the preparation of meeting minutes, presentations and reporting documents; the compilation and proper filing of project documents; and the development and/or review planning documents.* Performs other duties as assigned.REQUIRED QUALIFICATIONS AND EXPERIENCE:Required Qualifications and Experience:* Must be able to obtain and maintain, at minimum a SECRET security clearance.* High School Diploma* Two (2) years or more of relevant experience.* Shall have intermediate to advanced computer skills/knowledge in the Microsoft Office suite, including Outlook, Word, and Excel.* Should have a basic understanding of Office 365 and SharePoint.* Excellent time management skills and the ability to prioritize work.* Attention to detail and problem solving skills.* Strong verbal and written communication skills* Strong organizational skills with the ability to multi-task* A good team player with teamwork spirit when dealing with issues.* Professional and friendly attitude to internal and external customers.* Detail-Oriented. Proactive. Dependable. Adapts to change easily. Self-starter.Afognak Native Corporation, Alutiiq LLC and their subsidiaries are equal opportunity employers. Qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, citizenship, disability, protected veteran status or any other characteristic protected by applicable federal, state or local laws.

Keywords: Alutiiq LLC, San Diego , Administrative Assistant, Administration, Clerical , San Diego, California

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