Administrative Assistant


General Information
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Not Specified
Job Description

Location: Moline, IL

Duration: 12 months


Performs a full range of administrative support duties of a confidential and challenging nature, typically in support of a unit or the head of a major function. Facilitates work flow through a manager's office using organizational knowledge to determine how to handle incoming requests and assignments, including work going to and from other managers. May perform a variety of duties commensurate with this level, e.g., develop and maintain intranet web sites, assist with administration and negotiation of car programs, submit financial reports, assist with system and procedures definition, administer payroll; and may receive project work consistent with the skills and skill level found in the job's other work. Duties: Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments, etc.). Researches, resolves and responds to inquiries/concerns from internal and/or external customers. Escalates complex issues for resolution as appropriate. Gathers, creates, maintains and/or summarizes potentially sensitive or confidential data from various sources in order to complete reports and special projects and/or provide timely information to various customers. Distributes information as appropriate to department members or internal/external customers. May perform analysis of data and resolve discrepancies following prescribed procedures. Updates and maintains databases, systems applications or files to ensure accurate and current information is available for use by others. May develop and maintain more complex web sites with the assistance of basic web-publishing software applications. Receives and refers visitors and telephone callers within the department, which may require referring calls to different divisions, countries, or companies in multiple languages. May organize/maintain records of Supervisor's or others' projects and correspondence, following up on pending items; may facilitate/organize workflow through the supervisor's office, ensuring follow-up items are addressed. May create and maintain sensitive department records; uses data to prepare letters and memoranda at the direction of the supervisor or for supervisor's signature, and prepares documents for distribution. Conveys supervisor's instructions and requirements to others, and exchanges information with senior managers on the supervisor's behalf.

Job Requirements

Specific Position Requirements:

Manager is seeking an Administrative Assist to support upper level management in Investor Relations. Responsibilities largely including managing calendars, booking travel, ordering supplies, and various administrative responsibilities. Ability to independently perform a full range of Administrative Support duties of moderate to highly confidential in nature and complete tasks with minimal supervision is required. 2 - 5 years’ experience as an executive assistant/administrative assistant required. Expert skills in Microsoft suite (Outlook is high priority - and experience with Excel, Word, SharePoint, Access). Must have excellent communication skills, high level of professionalism (very important), professional and courteous phone demeanor and experience working with upper level management. Positive attitude, willingness to positively accept and incorporate change, knowledge in file management and organization software tools would be beneficial, database and data management skills, and data analysis skills would be a plus. 2 or 4 year degree is highly preferred. Successful candidates will be resourceful and attentive to detail. Experience with booking travel highly desired.