Job Description
Essential Duties:
- Understand and prioritize the administrative needs of staff, managing tasks such as calendaring, travel, purchasing, timekeeping, access requests, onboarding/offboarding, asset management, updating publications, and documenting processes.
- Use initiative and professionalism to resolve routine to moderately complex issues, and use discretion and diplomacy when communicating with staff at all levels, including external stakeholders.
- Skillfully manage travel arrangements for staff and other personnel as needed, overseeing complex domestic and international travel arrangements, including itineraries, changes, and logistical support.
- Planning, coordinating, and executing complex events, meetings, programmatic initiatives, workshops, and conferences, including budget development and tracking, audio/visual arrangements, registration, travel, note-taking, and catering.
- Effectively handle multiple priorities with tight deadlines, delivering quality work on time while exercising professional judgment to achieve program goals.
- Effectively communicate and share key information about your work, ensuring transparency and clarity to foster stakeholder understanding.
- Stay current on LBNL/UC policies, procedures, and systems to ensure compliance and effectiveness in all administrative tasks.
- Develop solutions to problems of moderate scope and complexity; formulate basic recommendations.
- Create, maintain, and update procedures, divisional policies, and resources.
- Manage and update information systems (e.g., Google Suite, ServiceNow, Jira, Confluence) to track and report administrative activities.
- Under general supervision, manage multiple projects from independent research and analysis through completion. Assess, track, and determine appropriate action on various requests and inquiries, ensuring timely completion. This includes preparing presentation materials, training, communication, and requirements for complex business processes.
- Facilitate and manage ergonomic support requests, promptly addressing all inquiries and directing them to the appropriate team members or resources. This ensures individuals receive the necessary assistance to maintain a healthy and efficient work environment.
- Prepare, compile, and coordinate materials for essential meetings, utilizing judgment to determine necessary documents and information, required attendees, and disseminating crucial information in advance.
- Assist in evaluating and updating administrative reference materials, including the knowledge base, ensuring accuracy and relevance.
- Establish and maintain a communication network with administrative staff across divisions to promote cooperation and teamwork.
- Present at meetings as necessary to disseminate essential organizational information related to your role in the organization.
- Act as administrative backup for the administrative staff when needed.
Knowledge, Skills & Abilities
- Demonstrated written communication skills with a history of producing professional, error-free emails, documents, reports, and presentations.
- Exceptional organizational skills, with the ability to manage competing priorities, meet deadlines, take initiative, and adapt quickly to changing work priorities.
- Proven interpersonal skills, including maintaining professionalism, discretion, and confidentiality while interfacing with personnel at all organizational levels, internally and externally.
- Ability to work independently, proactively, and collaboratively in a team-oriented environment.
- Outstanding customer-focused administrative support characterized by diplomatic and professional interactions with internal and external customers.
- Capacity to anticipate and identify service needs, independently develop solutions, and recommend process improvements.
- Proficiency in communication, both verbal and written. Ability to actively listen and ask questions to obtain the information needed.
- Ability to follow, analyze, and interpret complicated policies and procedures in a timely, careful, and efficient manner.
- Advanced proficiency with Mac and PC and associated software including ability to word process
- rapidly and accurately, e-mail, create and maintain spreadsheets and computer graphics.
- Knowledge of MS Office and Google suite is essential.
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