Overview
Administrative Assistant II Jobs in Vienna, VA at Associated Universities Inc.
Manages calendar(s) for a supervisor or manager within a department or division.
Manages the office shared calendar.
Acts as the AUI Corporate Office/AUI Labs contact for internal and external clients; efficiently handles inquiries with minimal supervision in a professional and timely manner.
Coordinates registrations and travel logistics for the manager and/or staff, sometimes assisting non-AUI travelers with arrangements.
Prepares and submits travel authorizations and travel reimbursement requests.
Coordinates and assists with meeting and event logistics, both onsite and offsite, by scheduling appropriate meeting times, booking rooms, organizing catering, arranging shipping of supplies, and setting up virtual communications when necessary.
May attend meetings to prepare and disseminate detailed minutes.
Organize conference room scheduling, equipment, and cleaning.
Work with office vendors to schedule maintenance and order replenishment supplies for business machines.
Manages the reception area and shared work areas, and looks after visitors.
Maintains stock lists and orders office supplies as needed.
Composes and proofreads communications, e.g., business letters, emails, and reports.
Manages outgoing post and records data on special deliveries.
Attends workshops and conferences when requested.
Enters purchase requisitions, gathers supporting documents, and monitors purchase orders.
May take care of website functions and social media profiles.
Handles petty cash transactions.
Works with administrative support team to handle requests between departments.
Works with executive assistants to handle requests between senior and executive management.
May fill in for other administrative support staff on a limited basis.
Maintain collaboration and team support.
Assist in ordering organizational promotion materials as requested.
Answers phone calls and transfers them as necessary.
Maybe we need to provide multi-site support, which may include limited travel.
Assists with special projects as needed.
Other duties, as assigned
Work Environment
While performing the duties of this job, the employee typically sits at a desk, uses a personal computer, telephone, photocopier, facsimile, and other standard office equipment. The employee may occasionally be required to work outside around construction equipment. The employee may occasionally drive a vehicle, lift and/or move up to 50 pounds. The employee frequently is required to communicate in person, by electronic mail, and by telephone. Specific vision abilities required by this job include close vision and ability to adjust focus.
Who You Are:
Title: Administrative Assistant II
Company: Associated Universities Inc.
Location: Vienna, VA
Category:
