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Administrative Assistant

Innovative Systems, Inc. is seeking an outstanding individual to be part of our exceptional organization!  This is a highly visible and esteemed role.  You will provide administrative support to our executive and human resource teams that is essential to the smooth operation of Innovative. The successful candidate will be highly competent and possess excellent judgment, confidentiality, professionalism, a superior service-oriented focus, and be motivated and interested in administrative work.

What will I be doing? 

The ideal candidate is a consummate problem-solver who maintains strong work relationships across all levels of the organization and our clients.  They possess a naturally positive attitude that will be supportive of Innovative’s exceptional values, goals and culture. Your day may include:

GENERAL ADMINISTRATIVE RESPONSIBILITIES

  • Support the CEO and Executive Assistant in day-to-day operations; prepare for meetings and maintain schedules; anticipate and identify where problems might arise
  • Support other executive/management personnel as requested
  • Provide backup to the Executive Assistance and other administrative staff (local/international)
  • Anticipate needs of executives and identify where problems might arise
  • Assist with planning, coordinating, and scheduling of meetings, employee events, conferences, teleconferences, conference rooms, catering and travel for the CEO, Board of Directors, and others
  • Type, design, and edit correspondence, documents, memos, proposals, presentations, organizational charts, reports, tables, graphs, and other communiques as needed
  • Develop and maintain efficient processes for tracking, setting and providing reminders of needed actions by the CEO and others
  • Provide input and assist with development and revision of departmental operating practices, record-keeping systems, forms control, and other process improvements and changes
  • Prepare for and help coordinate visitor and remote employee office visits; meet and greet
  • Coordinate international and domestic travel including air travel, car services, and accommodations
  • Manage or assist with research and special projects
  • Perform all responsibilities with utmost attention to detail, confidentiality, professionalism, timeliness, and accuracy

HUMAN RESOURCES/STAFFING SUPPORT

  • Assist with employee onboarding, annual employee review process, and other staffing-related needs
  • Maintain applicant/employee confidentiality in accordance with our data protection policy and procedure
  • Assist with pre-employment processes and documentation, including background and reference checking
  • Set up folders, file papers, employee records, and documents appropriately (paper and electronic) 

COMMUNICATION and GENERAL ACCOUNTABILITIES

  • Cultivate and nurture internal and external client confidence and trust
  • Protect Innovative’s operations and staff by keeping information confidential
  • Maintain a positive and professional work atmosphere through actions and communications that  facilitate positive relationships internally and externally
  • Stay on top off and effectively prioritize daily activities, requests, and open items
  • Establish streamlined processes whenever possible
  • Provide effective, proactive, and timely follow up
  • Maintain open communications with management
  • Support Innovative's vision, mission, strategies, and ethical standards
  • Other responsibilities as required

What qualifications and skills do I need?

  • High school diploma; college degree desirable
  • Exceptional written/verbal communication skills, initiative, resourcefulness, thoroughness, with strong interpersonal skills and positive attitude.  
  • Mastery of the tools of the trade:
    • Advanced knowledge of Microsoft® Outlook®, Word®, Excel®, and PowerPoint®
    • Basic mathematical skills
    • Typing minimum of 50 WPM
    • Excellent proof-reading, grammar and written communication skills
  • Demonstrated ability to perform research and analysis; develop and communicate thoughtful recommendations
  • Excellent attention to detail with superior organizational and time management skills
  • Proven self-starter with excellent ability to work independently with minimal guidance and supervision
  • Ability to adapt to frequently changing priorities
  • Ability to multi-task, meet stringent deadlines, keep a fast pace under pressure, and show good attention to detail while consistently striving for accuracy
  • Professional presence and demeanor
  • Thirst for on-going learning and self-improvement
  • Demonstrates personal pride and accountability for a job well done
  • A positive, can-do attitude!

What other qualifications would be helpful?

  • Experience with Microsoft® Visio® and,  Access®
  • Fluency with other languages
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