Administrative Associate

Job Description

Job Description

Primary Purpose :

KWSearch Services is seeking and Administrative Associate for their client in Houston, Texas. The Administrative Associate reports directly to the Director of Information Technology but in addition will support the Controller, Treasurer and Director of Financial Planning and Analysis.

The Administrative Associate is primarily responsible for, under limited supervision, performing general to advanced administrative / clerical functions including : word processing or typing letters, preparing group status reports, managing action items, preparing memoranda and forms, creating PowerPoint presentations, ordering supplies and IT equipment, maintaining files, answering telephones, scheduling appointments / conferences, maintaining calendars, making travel arrangements, receiving visitors.

The successful candidate must thrive in a dynamic, high energy environment and be able to gracefully juggle competing priorities.

Responsibilities :

• Review written material for accuracy and completeness; check calculations for accuracy; reconcile report data; maintain inventory and files, etc.
• Research, abstract and compile information and data for analysis.
• Use business applications software and peripheral equipment (e.g., databases, presentation graphics, detailed spreadsheets using original formulas, operates fax machines, copy machines, etc.)
• Prepare PowerPoint presentations as directed.
• Compose correspondence and reports for supervisor’s signature.
• Plans or schedules own work.
• Handle requests for information and data.
• Resolve administrative problems and inquiries.
• Prepare written responses to routine enquiries.
• Prepare and modify documents including correspondence, reports, drafts, memos and emails.
• Schedule and coordinate meetings, appointments and travel arrangements for supported Directors.
• Prepare agendas for meetings and prepare schedules
• Record, compile, transcribe and distribute minutes of meetings.
• Open, sort and distribute incoming correspondence.
• Maintain office supply inventories including IT equipment.
• Coordinate maintenance of office equipment.
• Manage and coordinate supervisor’s calendar.
• Maintain electronic and hardcopy files and records for supervisor
• May train others; assists on special projects.
• May process time sheets, budget, expense accounts and other financial records, etc.
• Follow established safety procedures.
• Responsible for effective communication with supported Directors and their staff as well as other administrative staff
• Backup receptionist and other administrative assistants as needed.
• Perform various other equivalent functions as requested.

Physical Requirements :

Qualifications : Education :

Experience :

Skills / Knowledge / Abilities :