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Management Assistant
Provide support to the ATI Vice President/Business Unit Manager, team members and clients. Manage daily administrative operation of the business unit. Primary job duties require exercising discretion and independent judgment with respect to matters of significance to the business. Duties may also involve working directly to support business operations and may include efforts on behalf of customers.
Essential Functions:
•·Assists Program Managers with planning and execution of customer programs.
•·Provides administrative support to the Business Unit Manager.
•·Manage Business Unit Manager's calendar including coordination of personal appointments, and leave that impact business schedules.
•·Screens phone calls and mail for the Business Unit Manager.
•·Provides general administrative support to the business unit team members.
•·Handle frequent contact within and outside the company on significant matters requiring tact, persuasion and negotiation skills. Represents the company in contacts, inquiries from general public, other public or private agencies or organizations.
•·Maintain team and company calendars
•·Coordinates extensive travel for Business Unit Manager and staff. Obtain Travel Authorization, secure accommodations, justify any charges in excess of per diem, identify unallowable costs, select transportation, track cancelled prepaid airfare, complete expense vouchers and maintain travel records in accordance with FAR and provide documentation during audits as requested.
•· Development and maintenance of websites to communicate program information to the public and team members including development, updating, posting of documents and deliverables, maintaining access and password lists, e-mail lists and links to other sites.
•·Arranges meetings, conferences, video conferences, and telephone conferences, including equipment prep and testing, attendance, room setup and catering, preparation of agenda and presentation materials.
•·Assists in the development of, and provides support for, meetings and workshops.
•·Requisition and obtain meeting registrations, memberships, supplies, materials, equipment and services for business unit and program requirements.
•·Coordinate and consolidate input from various team members to produce documents, briefings, and project deliverables.
•·Conduct research on specific, critical and confidential matters including collection of vital comparison and trend data to aid in executive decision-making.
•·Prepares and distributes correspondence, reports, technical documents and minutes.
•·Manages customer and distributed team member network including creating/maintaining databases, e-mail lists, alias addresses and contact V-cards in the Public Folder including Key Contacts to improve organizational operating efficiency.
Additional Responsibilities:
•·Confirms electronic timesheets for all business unit staff.
•·Direct file plan for all business unit records - electronic and paper including draft and version control, archiving and back-ups.
•·Provides general administrative support for other ATI business units as needed.
•·Train new hires on company-wide policies and procedures.
•·Train business unit staff on systems, procedures and tools that are specific to business unit.
•·Assists with production of proposals.
•·Performs other duties as assigned.
Qualifications:
•·Bachelor's degree and two years related experience or one year observed proven, directly relevant experience at ATI; Associate's degree and four years related experience or two years observed, proven, directly relevant experience at ATI; or high school diploma and six years related experience.
•·Strong computer skills, including MS Office Suite: Word, PowerPoint, Excel, Outlook; and MS Windows environment.
•·Experience communicating with co-workers in meetings and workshops.
•·Experience preparing reports and documents, using word processing, presentation, and spreadsheet software tools.
•·Demonstrated experience and skill at business writing, editing and formatting documents, and preparing presentation materials
•·Experience working as a member of a team of people engaged in tasks requiring teamwork and performance to schedules.
•·Ability to travel at company discretion.
To Apply:
Please visit our website at www.aticorp.org
Location: Charleston, SC
Company Information
Advanced Technology Institute
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