Administrative Assistant

Now hiring for a Administrative Services Assistant for an immediate opening in the Portland metro area.

Position Responsibilities include:

• Provide a wide variety of confidential administrative/clerical tasks for the managers and staff for the assigned organization, managers and support staff.
• Greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other personnel as appropriate.
• Create draft, edit, and proof documents, correspondence, research, and presentations using Word, Excel, PowerPoint, and Adobe Acrobat.
• Build, maintain and post Excel spreadsheets and PowerPoint presentations to SharePoint sites.
• Proof, review, and when applicable, draft, correspondence and documents prepared for manager signature and validate conformance of the established administrative policies and regulations, confirm proper coordination and timely compliance with assigned action
• Attend meetings, record meeting minutes as requested, transcribe and disseminate as needed.
• Maintain a tracking system of action items to verify timely compliance with scheduled responses or actions. Coordinate and monitor work unit responses to time-critical documents; alert manager / personnel of any concerns or response delays.
• Answer and screen telephone calls; respond to most questions and complete most business involving established policy or routine matters; forward questions and matters to appropriate personnel as needed, following up to verify a timely response.
• Respond to questions and complete business according to established policy and/or forward matters requiring action to appropriate staff, following up to verify a timely response.
• Organize, plan, prioritize, coordinate, schedule and verify appointments, meetings (in-person, phone conferences, web-based), conferences, and training for managers and other staff (securing rooms, phone bridges, projection, and other meeting supplies). This may include drafting agenda and other meeting materials and developing background information for review, consideration and finalization by appropriate manager / personnel.
• Track, maintain, update, and distribute annual renewal of Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements.
• Coordinate with managers and staff to coordinate Time & Attendance per established procedures, which may include:
• Assist with maintaining the organizational SharePoint site including updating changes and adding new content.
• Establish, maintain, and administer SharePoint organization, team and other meeting/project sites including setting up document repositories, calendars, workspaces, and tracking lists. Manage content and permissions.

Position Requirements:

Education/Experience:

• High School diploma or equivalent is
• Associate's Degree in Secretarial Science, Administrative Management or a related field is preferred.
• Bachelor's Degree in Business Administrative Management or related field is highly preferred.
• 6+ years of demonstrated administrative/clerical experience is required.
• Must have 4 or more years of relevant work experience in administrative support functions with Microsoft Office Suite programs such as Word, PowerPoint, Excel and Outlook is required. (Proficiency with Microsoft Office 2010 is required).
• Intermediate to advanced skills/experience with SharePoint are required, sufficient to:
• Support, manage, edit, and maintain site.
• Valid US Drivers license is required.

General Requirements:

• Must have excellent communication skills (both oral and written) with the ability to interface effectively with Executive Managers, customers and various staff in a positive, courteous and cooperative manner.
• Knowledge of office procedures governing correspondence control and preparation, communication channels, records management, etc.
• Must be self-motivated and self-disciplined.
• Excellent problem solving, interpersonal communications and project management skills.

If you are interested in this opportunity, please apply with an updated copy of your resume. Only qualified candidates will be contacted.

About Aerotek:

We know that a company's success starts with its employees. We also know that an individual's success starts with the right career opportunity. As a Best of Staffing® Client and Talent leader, Aerotek's people-focused approach yields competitive advantage for our clients and rewarding careers for our contract employees. Since 1983, Aerotek has grown to become a leader in recruiting and staffing services. With more than 250 non-franchised offices, Aerotek's 8,000 internal employees serve more than 300,000 contract employees and 18,000 clients every year. Aerotek is an Allegis Group company, the global leader in talent solutions. Learn more at Aerotek.com.

Aerotek is acting as an Employment Agency in relation to this vacancy.