Job Description:
The Administrative Assistant will provide administrative support to the Senior Document Controller and Directors.
Duties and Responsibilities:
1. Direct incoming requests to appropriate personnel, initiating contacts as required for workshop and meeting logistics support.
2. Prepare a plan with the Senior Document Controller and Director to ensure efficient and effective travel itineraries.
3. Manage daily complex calendars and prepare all material requirements for travel (assemble binders, pre-reads, and agendas) in collaboration with the Senior Document Controller and Director.
4. Book and prepare travel arrangements/itineraries (registration, ground, air, lodging), working closely with the Senior Document Controller and Director.
5. Ensure good communication by scheduling meetings and phone calls with key contacts, preparing contact lists, telecom records, and meeting logs.
6. Respond promptly and professionally to all enquiries and contacts.
7. Plan events and coordinate activities for small or large groups at off-site and on-site locations.
8. Process expense reports for workshops and business travel.
9. Interact with individuals from other organizations to coordinate schedules.
10. Process accounts payable/invoices and direct incoming requests to the appropriate personnel.
11. Maintain team and meeting distribution lists, prepare correspondence and materials for outgoing mail, and arrange details for visitors.