Cynet systems Inc
Administrative Assistant Job at Cynet systems Inc in Titusville
Cynet systems Inc, Titusville, FL, United States, 32780
Job Description:
- The Administrative Assistant will perform routine to complex administrative tasks of a responsible and confidential nature under minimal supervision.
- This role requires accuracy, judgment, discretion, and professionalism, supporting executives and managers with meeting coordination, document management, reporting, and day-to-day administrative functions.
- Perform routine to complex administrative duties under minimal supervision.
- Handle confidential information and anticipate changing priorities.
- Coordinate meetings, arrange conference rooms, equipment, and catering.
- Organize materials for meetings, presentations, and training sessions.
- Maintain professional appearance of conference rooms and replenish supplies.
- Prepare and organize presentations and training material on shared drives with version control.
- Coordinate service awards luncheons and dinners.
- Operate audiovisual equipment for programs, orientations, and conferences.
- Maintain and update email distribution lists.
- Demonstrate proficiency with Microsoft Excel, Word, Outlook, and PowerPoint (skills assessment required).
- Maintain files of important matters for executive review.
- Coordinate travel arrangements and prepare detailed expense reports using Concur or similar software.
- Compose routine correspondence, review outgoing correspondence for accuracy and format.
- Coordinate internal and external meetings and maintain manager calendars.
- Compile and distribute meeting notes, minutes, and action items.
- Assign document numbers, prepare and transmit documents for entry into the client’s electronic document management system.
- Assist with construction badging for visitors and new hires.
- Assist with area access requests.
- Maintain departmental forms, databases, and tracking tools.
- Order office supplies as needed.
- Provide timecard input or proxy for project manager and team.
- Prepare and proofread standard forms, correspondence, and reports.
- Assemble, copy, and distribute documentation packages.
- Coordinate project seating requirements.
- Work closely with IT to ensure employees have computer and shared drive access.
- 2–4 years of related administrative experience.
- Positive attitude and ability to work effectively with all levels of internal and external customers.
- Extensive experience in administrative and secretarial functions.
- Ability to coordinate manager-level meetings and follow project protocols.
- Strong organizational skills, initiative, and ability to follow through on assignments.
- Ability to multitask with attention to detail and accuracy.
- Ability to work effectively in a fast-paced, high-energy environment.
- Flexibility to take on unexpected assignments and work overtime with little or no notice.
- Strong professionalism and communication skills.
- Experience arranging travel and processing expense reports electronically.
- Ability to extract, compile, and analyze non-technical and semi-technical data for complex reports.