Job Summary:

The ICMC team administrative assistant is an administrative professional who provides a wide range of administrative support to ICMC department managers handling administrative functions that carry a high level of responsibility.   As part of the ICMC administrative support pool, the administrative assistant is highly self-motivated and able to work in a high energy, dynamic and collaborative environment. The ICMC administrative assistant will utilize excellent communication skills to represent the organization’s management in both written and verbal correspondence.  In this capacity, responsibilities will include drafting letters and emails, fielding phone calls, taking and/or transcribing meeting minutes. The administrative assistant should also have a general working knowledge of all departments within ICMC in order to handle general inquiries or direct them to the appropriate department stakeholders. Scope and Complexity:An increase in the volume of administrative tasks within several ICMC departments requires the support of a team of administrative professionals.  Primary duties of the ICMC team administrative assistant include performing a variety of secretarial, administrative and clerical duties including planning and scheduling meetings, travel itineraries and other appointments for departmental managers.  The administrative assistant will also serve as the information and communication liaison organizing and maintaining paper and electronic files, conducting research and disseminating information by using the telephone, mail services, Internet sites and e-mail.   Additional responsibilities involve tasks that are clerical in nature such as typing correspondence, filing, re-ordering office supplies, etc.  However, the administrative assistant also has a demonstrated proficiency using a variety of computer software and database systems, organization and project management skills and the ability to take on responsibilities such as coordinating team meetings, conducting presentations and creating various collateral materials.

Responsibilities:

Reporting to the ICMC Office Manager, this position will primarily provide administrative support for several or all of the following ICMC departments:  Executive Office and Administration, Finance and Accounting, Corporate University (Center for Learning), Development, Lean Six Sigma and Marketing and Business Services. This team administrative assistant position provides advanced, diversified and confidential secretarial and administrative support service, providing broad support for ICMC department managers scheduling meetings, travel arrangements taking and transcribing meeting minutes, maintain electronic and hard copy files, organizing, proofreading, report and other document binding, processing of expense reports, ordering of supplies, On-line research including current events, legislation and other issues of interest as determined by the department managers.  Key competencies for this role include strong professional and interpersonal skills, a high degree of organization, and project management experience and the ability to anticipate needs, to multi-task, and adapt quickly to changing priorities. This position requires the diplomacy, tact, and judgment to appropriately handle and respond to telephone calls, visitors, and complex inquiries and communications, whether they originate internally or from our external clients. Establish and maintain up–to-date hard copy and electronic filing systems with multiple users, so that projects can be tracked appropriately and users can locate documents in centralized files; Support the monitoring and tracking of consultant contracts, changes, and addendums; Answer telephones, greet visitors, and resolve or refer inquiries from internal or external clients and other outside callers; Proactively manage calendars, plan and arrange travel, and prepare detailed travel itineraries Schedule and coordinate meeting and conference call logistics; solicit, prepare and coordinate meeting materials and project books with minimal direction; Prepare correspondence, memoranda, and reports; initiate routine and some non-routine correspondence and memoranda; prepare communications, spreadsheets, PowerPoint presentations and other materials from drafts; Prepare expense reports and track reimbursement activity; Maintain mailing and distribution lists; Provide back-up/relief to reception administrative assistant for handling general front desk duties including telephone coverage during regular business hours.