Administrative Assistant II

Overview

The Administrative Assistant provides high-level administrative support to a department or team, ensuring efficient day-to-day operations. Responsibilities include managing calendars, coordinating meetings, maintaining records, preparing documents, handling correspondence, ordering supplies, and supporting various administrative processes. This role may also assist with special projects involving data collection, reporting, analysis, and information management.

For senior-level responsibilities, the role may include mentoring and training administrative staff, leading office initiatives or projects, managing confidential information, and providing advanced administrative support to leadership.

Key Responsibilities

• Manage calendars, scheduling, meetings, and conference coordination
• Prepare, edit, and distribute correspondence, reports, and presentations
• Maintain filing systems, records, and administrative documentation
• Coordinate office supplies, mail distribution, and general office operations
• Support special projects through data gathering, reporting, and analysis
• Handle confidential and sensitive information with discretion
• Assist with process improvements and administrative efficiencies
• Train, mentor, and provide guidance to junior administrative staff as required

Qualifications & Skills

• Excellent verbal and written communication skills
• Strong organizational, multitasking, and time management abilities
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with email and calendar management systems
• Strong administrative coordination and problem-solving skills
• Customer service experience with a professional and collaborative approach
• Ability to work independently while managing competing priorities
• Experience supporting leadership teams or senior stakeholders is considered an asset