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USD 0.0 - 0.0 / hr
3 applicants
posted 11 months ago

Job Type

Administrative Assistant or Secretary

Job Description

The Finance Department Administrative Assistant is responsible for providing full service administrative support to the CFO, Finance Department and the Executive Team. The Administrative Assistant III will report to CFO, as well as the Office Manager, and assist with coordinating all office services; managing daily schedules, management of office equipment, answering multiple phone lines, routing calls, composing general correspondences, receiving guests to the office, coordinating travel arrangements, assisting with budget preparation/financial reports, taking meeting minutes, records control and special administrative and clerical projects.

Responsibilities

  • Perform general clerical and administrative office duties, such as recording accurate meeting minutes, ordering supplies, generating reports, maintaining office cleanliness, and filing for CFO and Executive Office.
  • Providing real-time scheduling support by booking appointments and preventing conflicts for CFO and executive team.
  • Set up and coordination of meetings, presentations, reservations and interviews which may include room set up of audio-visual equipment, conference lines and ordering refreshments.
  • Coordinate heavy travel arrangements for CFO and Executive Team.
  • Provide warm and genuine service to our team members and guests, while delivering prompt communication and follow up.
  • May act as focal point for vendors, suppliers and community organizations seeking to and currently doing business with company.   
  • Screening department phones lines and routing to appropriate personnel.
  • Responsible for reconciling credit card statements.
  • Submit and reconcile expense reports.
  • Collect information, prepare, and distribute partner books and financial binders.
  • Assist with the responsibility of managing and efficient operation of executive office equipment to include but not limited to phones, copiers, smart phones, and personal computers.
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies for the Finance Department and the Executive Office.
  • Maintain computer and manual filing systems.
  • Provide additional support to the Executive team when required.
  • Use discretion when handling all tasks.
  • Protects Operations by keeping information confidential.
  • Other duties as assigned.

 

MENTAL AND PHYSICAL REQUIREMENTS

  • Ability to analyze and interpret departmental needs and results.
  • Ability to solve complex problems.
  • Ability to perform assigned duties under frequent time pressures in an interruptive environment.
  • Ability to maintain mental concentration for significant periods of time.
  • Broad variety of tasks and deadlines requires an irregular work schedule.
  • Willingness and ability to be flexible with work schedule. May require extended hours and work week from time to time.
  • 75% sitting, 25% standing
  • Constantly viewing computer screen for hours at times throughout work day.

EDUCATION, TRAINING AND EXPERIENCE 

  • Five (5) to Seven (7) years’ experience in a high-volume professional office environment.
  • 2-year Associates degree in Office Administration or a High School Diploma with equivalent experience.
  • Ability to obtain the appropriate gaming license as determine by the Maryland Lottery & Gaming Control Agency.