Administrative Assistant, Professional Practice

General Functions

This nonexempt position provides administrative support to the Chief Operating Officer, the Managing Director of Professional Practice and our Head of Research.  

• Consistently lives and models the organization's core values. 
• Produces materials that are accurate, professional, and timely and reflect positively on the staff leadership and the organization.
• Streamline processes and provide support so that the executives can function efficiently in performing their role for the organization. 
• Anticipates needs and provides answers, solutions and options to ensure those needs are met. 
• Responds to tasks and projects with an appropriate sense of urgency, grace and professionalism.    
• Maintain confidentiality at all times.

 Essential Functions

• Performs a wide range of administrative support tasks, including creating and maintaining filing systems, answering incoming calls, and monitoring email boxes and responding to emails. 
• Prepares correspondence including letters, memoranda, agendas and reports. 
•  Assists with managing department budgets, including coding and submitting invoices in a timely fashion and tracking expenses.  
• Reviews, proofreads and edits documents prepared for signature. Ensures that acceptable format is followed. 
• Coordinates and facilitates the executives’ calendars to arrange appointments and meetings; gathers appropriate data as required and reschedules existing appointments as deemed appropriate; maintains the departmental calendar.
•  Makes travel arrangements, prepares accurate and detailed itineraries and prepares, compiles and maintains travel vouchers and expense reports.
• Assists with the compilation, proof reading, duplication and mailing of briefing books.
•  Anticipates Chief Operating Officer and Managing Director of Professional Practice’s needs and provides answers, solutions and options to ensure those needs are met. 
• Coordinates mass mailings; works with email distribution service and Survey Monkey data entry.
• Develops PowerPoint presentations and other meeting collateral.
• Takes minutes at meetings.
• Other job related duties as assigned or necessary.