Job: Administrative Assistant IV

Job Title: Administrative Assistant IV
Job ID: 928134
Location: , WI
Full/Part Time: Full-Time
Regular/Temporary: Regular

Responsibilities:

PRIMARY FUNCTION:
Incumbent is accountable for various secretarial and administrative duties as it relates to management's responsibilities. This position performs administrative duties for one or more persons in executive and middle management roles.& & He/she may act as office manager to coordinate mail, track project work and schedule meetings as necessary.& & &

Basic Qualifications:

High School or GED
3 or more years administrative experience

Other Information

Under minimal supervision, this position is responsible for administratively supporting three different teams within the communication department: Education, Development and Production. Responsibilities include: scheduling communication meetings for seven professionals, internal and external client relations requiring superior communication skills. This person will be expected to initiate and coordinate: invoice processing, the organization and preparation of various reports and special projects.

SPECIFIC DUTIES/ACCOUNTABILITIES:
¿Answer inquiries and provide detailed information to internal and external clients regarding communication process&
¿Must be able to lead external clients through our administrative scheduling process in a confident, self assured manner
¿Review availability of education team (seven employees) and schedule client meetings accordingly while considering tentative travel constraints& &
¿Consult with clients to identify meeting request details i.e., number of meetings required, date of meetings requested, location of meetings (throughout U.S.) meeting content and language needs
¿Communicate meeting needs and schedules with education team
¿Consult with internal clients and education team to coordinate times, locations and content of upcoming employee meetings
¿Initiate suggestions/ideas to assist internal and external clients in planning for on-site meetings
¿Prepare customer-related correspondence (e-mails, letters, memos, etc.) relative to employee meetings and promotional materials
¿Coordinate the delivery of educational materials for meetings
¿Enter applicable information into appropriate databases
¿Type and review drafts of print materials
¿Order promotion-related print materials
¿Coordinate mailings of promotion-related print materials
¿Position requires a high degree of independent judgment, discretion and knowledge of company and department policy. Must have the ability to work independently
¿Other related duties are assigned as needed

ADDITIONAL QUALIFICATIONS:
Superior organizational skills with proven ability to prioritize assignments and work independently
Exceptional written, oral and interpersonal communication skills
Mastery of Microsoft Office products (including PowerPoint, Excel, Access and Publisher)
Ability to interface professionally with management, internal departments and external clients
Detail oriented

Specialized skills include:& customer service, PC/word processing, and Microsoft Office Suite (PowerPoint, Excel, Access).&

Other superior skills:& Manage a scheduling calendar for 7+ people with internal and external clients, verbal and written communication with clients, and the ability to prioritize multiple tasks.& & & Bachelor's degree preferred.