Description:

SUMMARY FUNCTION: Performs administrative support functions for the appropriate director, manager and/or office staff as directed. Serves as a liaison to facilitate communication within the organization.

MAJOR DUTIES AND RESPONSIBILITIES

1. Provides administrative support to multiple director, manager, and/or office staff in all job aspects. Prepares correspondence and travel itineraries, schedules meetings and assists with meeting preparation; schedules and coordinates conference calls; records and distributes minutes as needed; assists in coordination of key projects or initiatives and other related duties as they arise; assists with data entry. Handle multiple projects simultaneously with a high level of attention to detail.

2. Function as a liaison between multiple director, manager, supervisors, department leaders and all other employees as needed. Produce and distribute quality work in a variety of styles including correspondence memos, letters, faxes, and forms with high proficiency in spelling, grammar, and punctuation with attention to detail and quality. Maintains a professional manner in both communications and appearance in all interactions with employees and visitors.

3. Provides front desk support including answering phones in a prompt and professional manner, triages and screens telephone calls for level of urgency and route appropriately - i.e. utilizing voice mail, paging staff, communicating to other departments, etc.; greets and screens visitors.

4. Maintains up-to-date working knowledge of facility and its services and helps disseminate general information to the public. Acts as a liaison between contracted vendors and property manager as needed.

5. Maintain supply inventory by routinely checking stock to determine inventory levels; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies. This includes managing supplies for and keeping track of case bags for the Organ Recovery Coordinators.

6. Opens and processes all incoming and outgoing mail and packages. Provides point of contact for Federal Express/UPS shipments, both sending and receiving, distributes mail accordingly.

7. Assists with the drop off/pick up of fleet vehicles being serviced. Track and audit Vehicle Maintenance System reports if needed.

8. Coordinates travel arrangements and meeting lunches as necessary.

9. Creates and maintains records for the department and/or office in conjunction with supervisor(s). Revises, finalizes, and distributes records as directed. Provides fax, photocopy, and printing services. Maintains filing, orders office supplies, and runs errands such as obtaining or delivering supplies or as needed for office/ manager support. Maintains fax and photocopy equipment.

10. Prioritizes daily operations and functions and demonstrates the ability to multi-task during daily operations.

11. Help ensure operation of office equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

12. Acts as a role model for DCIDS by supporting, reinforcing, and exhibiting behaviors consistent with the DCIDS core values of selfless, hardworking, passionate, and dependable.

13. Other duties as assigned.

Experience: 2+ years of experience in the administrative field or a related area. Proven administrative experience

Computer Skills: Proficiency in Microsoft Office Suite to include all Microsoft Office programs.

Additional Skills & Qualifications:

• Ability to be proactive in supporting directors - responsibility to administrative work out of directors hand and do it themselves

• Identify opportunities for process improvement and to make directors more efficient

• Knowledge of office management systems and procedures

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail and problem-solving skills

• Excellent written and verbal communication skills

• Strong organizational and planning skills

  About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.