Team Administrative Assistant

Employer
Embry-Riddle Aeronautical University
Location
Florida, United States
Salary
Salary Not Specified
Posted
Mar 31, 2021
Employment Level
Administrative
Employment Type
Full Time
Job Description

Embry-Riddle Aeronautical University is currently recruiting for a Team Administrative Assistant to provide support to multiple leaders within the Chief Financial Officers organization. The position provides complex support responsibilities, routine administrative duties, and non-routine duties of an administrative nature requiring independent action. This skilled and experienced administrative assistant will primarily support the Controller, the Executive Director of Finance and Budget, and the Executive Director of Audit, Risk & Compliance. Must be able to work effectively under pressure of deadlines, frequent interruptions, and changing and competing priorities. Incumbent should be self-motivated, able to exercise initiative to activate resources, seek out information required to complete tasks, and exercise strict confidentiality in all matters.

The position will close on April 30th and the review process will begin shortly thereafter.

Essential Job Functions, Duties, or Accountabilities:

Team Administrative Assistant will perform a variety of primary support tasks that may include:

  • working accurately and effectively under pressure of deadlines, frequent interruptions, and changing and competing priorities
  • scheduling and heavy coordination of meetings and related logistics (catering, agendas, gathering meeting materials, assisting with presentations to include preparing, reviewing, creative thinking, distributing, printing; etc);
  • communicating frequently with internal and external stakeholders;
  • providing excellent customer service in personal, telephone, and email contact;
  • screening and distributing mail, confidential documents, and checks to various campus departments;
  • assisting with creating, editing, and updating forms, charts and tables using Microsoft Office and Visio;
  • initiating follow up to ensure that projects and tasks are completed and deadlines are met;
  • creating purchase requisitions and bid waiver approvals, as needed
  • generating monthly financial reports and analyzing budget to actual variances
  • attending meetings and documenting proceedings; following up with participants, as needed
  • liaising between parties and sharing information accurately;
  • assisting with arranging travel and completing expense reports;
  • assisting with bi-annual Board meeting and quarterly committees meeting preparation;
  • assisting with conferences or other large scale events or meetings to include bi-annual CFO All Hands meeting;
  • creating work orders on behalf of the departments for repairs or office moves
  • data entry of supplier information into university’s financial system;
  • verifying supplier documentation to include Internal Revenue Service tax identification forms, supplier certificates of insurance, supplier invoices;
  • maintaining adequate office supplies and forms.


Qualifications

Associate's Degree; 1-3 years of related job experience.

Demonstrated experience making independent decisions. Experience working effectively under pressure of deadlines, frequent interruptions, and changing and competing priorities. Ability to develop new procedures to resolve problems and facilitate workflow. Excellent interpersonal skills and proven experience working both independently and as an effective team member. Knowledge of information systems and technical expertise with Microsoft operating systems, Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications. Excellent oral and written communication skills. Discretion in dealing with sensitive and confidential information.