Administrative Assistant II

Summary of Position

The Administrative Assistant II provides a wide variety of administrative support to the Department Manager, including, but not limited to, maintaining department filing systems, creating and maintaining reports, and handling sensitive and/or confidential correspondence and information.

This role requires strong multitasking skills, the ability to meet critical timelines, and the capability to deliver high-quality work while maintaining the highest levels of confidentiality, ethics, and professionalism.

Core Responsibilities

• Perform daily administrative duties for the department, including filing, document and spreadsheet creation, report development, data entry, and communication with internal and external stakeholders.
• Provide telephone coverage and respond to inquiries as needed.
• Manage and maintain calendars for managers and supervisors, including scheduling internal and external meetings, appointments, and conference calls.
• Coordinate travel arrangements and itineraries and compile supporting documents for travel-related meetings.
• Complete and submit expense reports.
• Serve as liaison for office supply ordering and inventory management, including:
  • Monitoring inventory levels
  • Anticipating supply needs
  • Placing and expediting orders
  • Verifying receipt of supplies
• Assist with special projects, day-to-day administrative tasks, material distribution, and preparation of meeting materials and copies.
• Support the onboarding and setup of new employees.
• Manage multiple projects simultaneously in an efficient manner.
• Collaborate and coordinate with other administrative assistants regarding best practices and administrative processes.
• Organize department programs and events, including catering, invitations, and overall event coordination.
• Process orders for required supplies and materials through the EBD system from initiation through completion.
• Create agendas, presentations, and internal/external communications.
• Record and transcribe meeting minutes as required.
• Maintain departmental document control procedures and records.
• Manage manual and electronic files for information input, storage, retrieval, and editing.
• Support general office management activities.
• Conduct research and compile statistical reports.

Typical Required Qualifications

• High school diploma or GED required
• Associate's degree preferred
• 3-5 years of administrative assistant, executive assistant, or office support experience
• Strong Microsoft Office skills (Outlook, Word, Excel, PowerPoint)
• Calendar management and meeting coordination experience
• Experience preparing reports, presentations, and correspondence
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• Ability to handle confidential information with discretion
• Experience with travel arrangements and expense reporting
• Data entry and record management experience

Preferred Qualifications

• Experience supporting managers or leadership teams in a manufacturing or operations environment
• Event planning and coordination experience
• Experience with purchasing/procurement systems (such as Volvo's EBD system)
• Ability to work independently with minimal supervision