Job Description
Job Details Job Location Corporate Headquarters - Oklahoma City, OK
Description Job Summary: The Administrative Assistant will support the two Vice Presidents of ITS and will facilitatethe efficient operation of the ITS department by performing a variety of clerical andadministrative tasks.
Duties/Responsibilities: Identifying duties and tasks that comprise about 90 to 95 percent ofthe work done and listing tasks in order of the time consumed (or, sometimes, in order ofimportance).
- Answers and transfers phone calls, screening when necessary.
- Serve as a liaison between IT Leadership and key stakeholders to ensure clear lines of communications, sharing of resources and information, and assisting with join projects and initiatives as needed.
- Maintains filing systems as assigned.
- Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed.
- Responds to and resolves administrative inquiries and questions.
- Coordinates and schedules travel, meetings, and appointments for managers or supervisors.
- Prepares agendas and schedules for meetings, events, and various department gatherings.
- If needed, records and distributes minutes or other records for group meetings.
- Maintains office supplies and coordinates maintenance of office equipment.
- Maintains a system for recording expenses.
- Support the IT Leadership in oversight and management of all aspects of strategic planning, budget planning, and IT Roadmap planning.
- Manage complex calendars of professional meetings, personal appointments, and travel for IT Leadership and their interactions with various stakeholder groups.
- Assist with the successful completion and submission of travel expenses and various other reimbursement paperwork.
- Coordinate new hire schedules and activities of staff and contractor resources to facilitate efficient onboarding.
- Facilitate incoming correspondence, including emails, voicemails, memos, and mail, sometimes requiring a high level of discretion and following up on inquiries.
- Track office inventory, including ordering supplies, coordinating deliveries and managing vendor relationships and contracts.
- Maintain department contact lists, organization charts, staff anniversary calendars and milestone rewards communication as needed.
- Performs other related duties as assigned by Vice Presidents of ITS.
- Welcomes and directs visitors and clients.
Required Skills/Abilities: - Excellent verbal and written communication skills.
- Excellent interpersonal and customer service skills.
- Proficient in Microsoft Office Suite or related software.
- Excellent organizational skills and attention to detail and ability to multi-task.
- Basic understanding of clerical procedures and systems such as recordkeeping and filing.
- Ability to work independently.
Education and Experience: - Three to five years of experience in an administrative role.
Physical Requirements: - Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
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