Department Assistant

The Department Assistant is responsible for providing a wide range of administrative and office management services for a large department. The scope of responsibilities include processing, maintaining and routing departmental paperwork, maintaining the calendar, and assisting with meetings. In addition, redirecting calls, disseminating correspondence, scheduling meetings etc.
Analyzes and coordinates daily department activities to achieve established goals.
Maintains department calendar and ensure to meet deadlines.
Prepares meeting agenda, schedules department meetings and distributes minutes.
May assist in budget preparation and expense management activities.
Assists the department staff in scheduling conference calls and making travel arrangements.
Responds to work requests from department staffs in timely and accurate manner.
Assists the department staff in preparing and maintaining meeting materials, business presentations and other department files.
Provides general administrative and office management support.
Performs data collection, analysis and reporting to Manager for decision making purposes.
Drafts letters, correspondence, memos, charts, documents, tables, graphs, and plans as requested.
May assist with coordinating events within department or wider company.
Maintains positive working relationships with department staffs and customers.
Maintains all department information confidential and secure.
Adheres to company policies and regulations.
Performs other duties as requested by supervisor
Skills/Abilities and Knowledge
Ability to read, write, speak and understand English
Ability to maintain confidentiality of information
Ability to prioritize and organize effectively
Ability to read, write and speak the English language to communicate with employees, customers, suppliers, in person, on the phone, and by written communications in a clear, straight-forward, and professional manner
Ability to type with speed and accuracy
Ability to use personal computer and software applications (i.e. word processing, spreadsheet, etc.)
Ability to work independently
Ability to work while seated for prolonged periods of time
Knowledge of general office procedures
High School Diploma or equivalent
Related Work Experience Number of Years
Administrative/secretarial work experience 3
Office environment

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