Spectraforce Technologies

Administrative Assistant Job at Spectraforce Technologies in Dallas

Spectraforce Technologies, Dallas, TX, United States

Job Title: Administrative Assistant
Location: Dallas, TX
Duration: 6 Months

Job Responsibilities:

Provides administrative support in a complex team environment to a senior group or executive.
Maintains complex and detailed calendars and prioritizes meeting requests and related logistics.
Coordinates complex, senior-level internal/ external meetings and conference calls.
Handles phones calls and interacts with high level business leaders in a professional and effective manner.
Supports internal and external managers or clients and coordinates with other admins
Coordinates domestic and international travel arrangements and processes expense reports for team members.
Prepares and distributes divisional correspondence, memos, letters, reports or other documents as requested, including posting team on office events impacting all divisional employees.
Maintains understanding of firm policies and handles certain issues independently.
Manages monthly invoices and arranges for payment.
On-boards new hires, processes new employees, transfers, termination, etc.
On-boards contingent workers including requesting appropriate systems access and coordinating with managers and Managing Directors
Responsible for participation in general administrative duties (copying, filing, faxing, archiving), ad-hoc projects, committees and or planning and coordinating group events.
Orders supplies and keeps inventory well-stocked.
Assist with time reporting and follow up as well as billing processes for contingent workers (Artemis - time reporting system champion; follow-up with contingent workers for timely reporting of hours and projects)
With guidance and oversight by senior departmental leaders, assist with the following:
Reviewing evidence of control performance for assessment of control environment
Update and maintain process documentation for policy and procedures in Firmwide applications
Oversee requisition process for users entitlements
Assist in compiling data for ad hoc data requests for reporting needs from various Firmwide teams
Assist in oversight of record retention and maintenance policies
Coordinate ad-hoc reporting requests that fall across multiple teams
Assist with running routine reports across out of various systems

Skills:

Requires excellent interpersonal and communication skills.
High attention to detail.
Ability to maintain high standards despite pressing deadlines.
Ability to solve problems quickly and efficiently.
Strong knowledge of general business, corporate and government cultures.
Ability to handle highly sensitive, confidential and non-routine information.
Self-starter with excellent anticipation skills; problem solving; follow up.
Demonstrated dependability and sense of urgency about getting results.
Demonstrates high degree of integrity and confidentiality.
Strong organizational skills.
Comfortable working with people at all organizational levels.
Comfortable working in a sometimes hectic, high pressure environment.
Ability to display a consistent, professional degree of communication
Ability to work well under pressure, adapt to unexpected events, prioritize and multi-task in a deadline driven environment.
Must be able to prioritize a variety of time-sensitive tasks.
Must have excellent judgement; independent thinker and resourceful.
Strong proficiency in MS Word, Excel, PowerPoint and Outlook.
Team player with a positive attitude.
Highest degree of integrity, professionalism, diplomacy and discretion required.

Education:

Prefer 3+ years of experience.