Job Description

We are seeking a highly organized and proactive Department Assistant to provide essential administrative support, ensuring the smooth functioning of daily operations within the department. This role involves collaborating with management to streamline communication, manage deadlines, and support key business objectives. The ideal candidate will possess strong organizational skills, proficiency with Microsoft Office, and the ability to handle multiple tasks efficiently.

Key Responsibilities:

• Support department management with administrative tasks to ensure seamless daily operations.
• Facilitate the flow of information across the department and to project teams.
• Address and resolve departmental inquiries, providing timely and accurate responses.
• Create and deliver meeting notes, presentations, and reports using tools such as Excel, PowerPoint, and Access.
• Assist in developing and documenting department procedures and contributing to business initiatives.
• Monitor departmental deadlines, track progress, and assist in preparing monthly status reports, including action items.
• Plan, organize, and oversee internal and external meetings, such as department orientations, stakeholder meetings, and management reviews.
• Coordinate training programs in collaboration with the corporate training team to ensure compliance with company and project requirements.
• Compile and analyze data for business plans and financial reports.
• Review and manage departmental budgets, ensuring expenses stay within approved limits.
• Draft various communications, including emails, meeting agendas, and meeting minutes.
• Handle sensitive and confidential information with discretion.
• Manage and resolve departmental operational issues related to resources, workstations, space, and supplies.
• Perform other tasks as assigned and adhere to all company policies and procedures.

Qualifications:

• High School Diploma or GED required; a degree is a plus.
• Proven experience in event planning, with strong skills in PowerPoint design and event setup (please include specific examples on your resume).
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and Access is essential.
• Ability to work independently while maintaining attention to detail, accuracy, and reliability.
• Strong organizational skills with the ability to juggle multiple priorities and meet deadlines.
• Excellent verbal and written communication skills, with the ability to interact professionally with colleagues, clients, vendors, and other stakeholders.
• Demonstrated problem-solving skills and the ability to navigate complex tasks with ease.

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