IIT Incorporated - New Berlin, NY
posted 4 months ago
The Executive Secretaries and Administrative Assistants position at IIT involves providing comprehensive administrative support to the District Office Manager (DOM) and/or Director of Counseling (DOC). This role is crucial for ensuring the smooth operation of the office, requiring a proactive approach to managing schedules, communications, and various administrative tasks. The position is contract-based, estimated to last for 8 months, and operates on a Monday to Friday schedule from 9:00 AM to 5:00 PM. In this role, the successful candidate will be responsible for handling both physical and electronic filing systems, ensuring that all documents are organized and easily accessible. This includes data entry tasks and the management of daily and weekly spreadsheets. The candidate will also be expected to manage multiple Outlook calendars, joint mailboxes, and meeting notifications, ensuring that all scheduling is done efficiently and in a timely manner. The position requires strong communication skills, as the candidate will be responding to a high volume of telephone calls, voicemails, and emails. This includes providing publicly available information and answering routine inquiries. Additionally, the candidate will be responsible for scheduling meetings, which involves coordinating the distribution of materials and managing attendance. The ideal candidate will possess a strong ability to prioritize tasks and meet deadlines, as well as experience with various software platforms, including Microsoft Outlook, Teams, Word, Excel, and Forms. Familiarity with virtual meeting platforms such as Zoom and Microsoft Teams is also essential, as the role involves troubleshooting technical issues during meetings. Overall, this position is designed for an organized and detail-oriented individual who can thrive in a fast-paced environment.