Admin Coordinator AFP

Location: Thousand Oaks, CA
Date Posted: 08-08-2017
Day to Day Responsibilities:     
Review and manage schedule(s) throughout the day.
Respond in a timely manner to daily requests, manage and prioritize them in daily/weekly routine.
Respond to calendar updates, changes and new items.
Support manager(s) throughout the day (keep manager(s) informed of changes in the schedule, new meetings, ensure manager has materials needed for meetings) • Order office supplies, when needed • Process POs, when needed
Attend meetings – take minutes and track action items
Daily upkeep maintenance of shared space, i.e., break areas, conference rooms, etc.
Scheduling candidate interviews (internal and external, including campus escorting)
Provide backup assistance to Sr. Executive Assistant as needed

Primarily responsible for managing multiple and/or complex calendars, coordinate domestic/international travel arrangements and expense reporting. Will also manage complex administrative support activities, and occasionally assisting supervisor in coordination of staff management activities (i.e., performance reviews, goals and department/staff goals and objectives). Additional responsibilities include independently coordinating calendared meetings, complex onsite/offsite meetings, leading and assisting with administrative projects, providing management with status/activity reports, Assisting staff members with the compiling and formatting of documents for submissions 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.

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"
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