Admin Coordinator AFP

Location: Thousand Oaks, CA
Date Posted: 08-07-2017
Day to Day Responsibilities:            
Pro-Actively manage executive calendars with multiple priorities, identify conflicts and creatively resolve, schedule cross functional meetings and respond to meeting requests Maintain field contact lists and assignments Coordinate web-interface meetings, capture, transcribe and distribute meeting minutes Coordinate domestic/international travel arrangements, prepare itineraries, process expense reports Coordinate mailings and courier/deliveries Provide backup support to designated AC Update and maintain dues, memberships, subscriptions Maintenance and retrieval of filed information and correspondence to ensure immediate access to information
 
Summary:
Primarily responsible for pro-actively managing multiple and/or complex calendars, coordinate domestic/international travel arrangements, and expense reporting. Will also manage complex administrative support activities, and be primarily responsible for complex administrative support activities supporting multiple Executive Directors/Directors for the US V&A team. Occasionally assisting supervisor in coordination of management issues, (i.e., focal reviews, goals and department/staff goals and objectives). Additional responsibilities include independently coordinating calendared meetings, complex onsite/offsite meetings, leading administrative projects, providing management with status/activity reports. Assisting staff members with the compiling documents for submissions, formatting, and distribution of submissions. Will also be responsible for taking, transcribing, and distributing meeting minutes, project tracking (i.e. budget, database, timelines), as well as demonstrating the ability to interact with outside vendors and various levels of management.
 
Skills:
Administrative support experience, comfortable using multiple computer systems, able to shift gears and be comfortable with ambiguity, must be able to recognize priorities and reorganize priorities for staff that they are supporting, proactive in thinking and able identify potential issues, track action items, provide ongoing communication to team to stay on track, look for areas of continuous improvement MS Outlook, Word, Excel, and PowerPoint in an office setting.
 
Basic Educational Requirement:
High-school diploma or GED
 
"This posting is for Contingent Worker, not an FTE"
or
this job portal is powered by CATS