Executive Secretaries and Administrative Assistants
Industry:
Freestanding Ambulatory Surgical and Emergency Centers
Job Type:
Permanent
Job Shift:
First Shift (Day)
Job Location:
St. Thomas
Minimum Education:
Bachelors Degree
Career Level:
Experienced
(Non-Manager)
Minimum Experience:
5 Years
Job Description:
Job Summary:
The Administrative Assistant for the Center for Learning/Corporate University will perform a wide variety of administrative duties and office support activities including office management, course catalog coordination, meeting scheduling and travel coordination for members of the corporate university team, vendors and/or course instructors.The assistant must establish and maintain effective and cooperative working relationships with all stakeholders from International Capital & Management Company (IC&MC) and its clients.
Scope and Complexity:
This position is responsible for providing administrative and office support to the Chief Learning Officer, Directors, Learning Systems Manager, other CFL stakeholders and ad hoc committees as assigned; attend meetings, take notes or record proceedings; prepare and distribute agendas, background materials and minutes as appropriate.As a shared resource, this position utilizes office administration, clerical and project management skills in an effective and efficient manner to ensure that the corporate university office is managed and run effectively and efficiently. To this end, the Administrative Assistant will work with the Office Manager to ensure timely delivery of office supplies and proper functioning of office equipment. This position requires a great degree of flexibility working with others including, but not limited to the core team for the corporate university, and shared resources located at our client’s site: IT, education and training departments and subject matter experts involved in discussions and decisions pertaining to the corporate university.
Responsibilities/Essential Functions:
Field telephone calls and handle inquiries within capacity of administrative role; arrange callbacks to protect leadership’s time; provide backup materials for callbacks
Relieve management of administrative detail and coordinate workflow
Compose correspondence and reports as requested by senior management utilizing: Word processing, filing, email and faxing
Take and distribute meeting minutes and maintain corporate university documents on SharePoint site
Coordinate course materials and equipment (including binders, video conferencing, handouts, etc.)
Maintain procedures manual to ensure consistent performance of routines
Prepare a variety of reports, lists and summaries using word processing, spreadsheet and database management software; maintain logs and other manual and electronic records as required
Marginal Functions:
Assist with other corporate university functions as assigned
Communication and/or travel between IC&MC corporate office and other locations as required to fulfill responsibilities
Skills Required
Skills & Experience:
5 or more years of recent experience working as a secretary or administrative assistant or office coordinator, preferably in an educational environment required; Bachelor’s degree preferred
Requires strong computer skills, an ability to type quickly and accurately and a working knowledge of office software including Microsoft Word, Excel, PowerPoint, Outlook and Project
Requires the ability to take notes from meetings held in various settings including, but not limited to in person meetings, telephone conference calls and video conferencing.
Pleasant manner and good people skills
Strong attention to detail
Experience in timeline and project management
Excellent oral, written and interpersonal communications skills
Ability to type, format, proofread and distribute documents and other written materials
Ability to work independently in a fast paced environment
Excellent customer service and support-oriented approaches to interaction are required
This position may require some evening and weekend hours
This position is based on St. Thomas, US Virgin Islands
Company Name: International Capital & Management Company
Company Description: International Capital & Management Company (ICMC) provides a variety of management services to clients throughout the USA and globally. ICMC specializes in banking, finance, investment, corporate travel management and Lean Six Sigma organizational improvement - supporting managed growth of our client's businesses. ICMC is a US Virgin Islands company.
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