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Administrative Assistant

Company Name:
ETI Digital Technology
Performs administrative and office support activities for multiple supervisors. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, filing, and faxing. Computer skills are required, as well as Internet research abilities and strong communication skills. Dental knowledge preferred but not required.
Priorities:
Relieve management of administrative detail, all projects
Coordinate work flow
Update and chase delegated tasks to ensure progress to deadlines
Take initiative in managers absence
Keep projects on schedule
Maintain procedures manual to ensure consistent performance of routines
Communication:
Compose correspondence/reports for own or managers signature
Arrange essential mail in priority action order for boss
Check deadlines on incoming requests and put preliminary work in play
Process replies on own initiative or from bosses dictation or notes
Research, draft or abstract reports
Phone:
Handle all inquiries
Arrange "callbacks" to protect bosss time
Provide back-up materials for callbacks
Route calls elsewhere as needed
Do phone surveys/inquiries as needed
Appointments/Meetings:
Prepare agenda in advance
Arrange meeting facilities
Act as recording secretary; prepare action minutes
Confidentiality:
Perform to earn bosss full confidence
Assure discreet handling of all business
Visitors:
Screen to control interruptions
Provide back-up data as needed
Arrange amenities as needed
As arranged, "rescue" boss from laggards
Schedule visits away from bosss area to protect priority/private tasks
Travel:
Arrange travel through internal or outside agents
Arrange travel cash in advance
Prepare itinerary, trip file and supplies
Prepare expense report tools for boss
Complete expense reports after trip
Data Management
Improve/tighten storage/retrieval systems
Update and manage index
Routines:
Set up "tickler" system
Set up "exception reporting" system to handle routines without supervision
Routinely re-order department supplies
Update mail/phone directories
Make these available to trainees
Projects:
Handle administrative detail, all projects (including marketing projects)
Seek greater role in projects within administrative and other areas of competence

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