Administrative Assistant

Introduction

Our High Frequency Technology Center (HFTC) in Santa Rosa, California is seeking a resourceful, clear-thinking, highly-organized executive assistant with strong skills in Microsoft Office and experience with enterprise business applications to support the organization’s Director and staff.

Responsibilities

• Support for the HFTC Engineering Director & HFTC Operations Director & their staff.
• Interface with Web-based enterprise (HR, Finance, etc.) and ERP applications.
• Generate purchase orders, prepare correspondence.
• Track department finances and reconcile differences between expected and actual spending.
• Create presentation material (e.g. slides) based on draft content provided.
• Perform confidential administrative duties using knowledge of organization policies and practices.
• Own and administratively drive the system of calendaring reviews, staff meetings, 1/1’s and processes; track & communicate deadlines & due dates.
• Schedule and arrange appointments, meetings and travel itineraries.
• Own internal & external meeting logistics: attend internal meetings, take meeting notes when appropriate, denote action items and communicate appropriately.
• Anticipate and plan calendar events & projects. Coordinate with other executives, assistants & suppliers.
• Process expense reports.

Requirements

Required Skills

• Executive Support
• Executive Assistant Support
• Director Support
• Administrative Support
• Calendar Management
• Meeting Scheduling
• Travel Coordination
• Meeting Logistics
• Meeting Minutes
• Action Item Tracking
• Deadline Tracking
• Confidential Information Handling
• Microsoft Office
• Microsoft Excel
• Advanced Excel
• Excel Data Analysis
• Data Manipulation in Excel
• Microsoft PowerPoint
• PowerPoint Presentation Creation
• Presentation Development
• Enterprise Applications
• Web-Based Enterprise Systems
• ERP Systems
• HR Systems
• Finance Systems
• Purchase Order Processing
• Correspondence Preparation
• Budget Tracking
• Financial Tracking
• Expense Reporting
• Expense Report Processing
• Financial Reconciliation
• Data Collection
• Data Organization
• Data Analysis (Non-Technical)
• Process Coordination
• Stakeholder Coordination
• Vendor Coordination
• Interpersonal Communication
• Written Communication
• Verbal Communication
• Organizational Skills
• Problem Solving
• Resourcefulness
• Attention to Detail
• Time Management
• Office Administration
• Operations Support
• Administrative Process Management
• Integrity and Confidentiality Compliance