Administrative Assistant at Washington

Job Description

POSITION SUMMARY STATEMENT:

The Administrative Assistant, WW Regulatory Government and Industry Affairs will be responsible for providing administrative support for two Director level positions in the Washington, DC office. This roles responsibilities will include answering phones, filing, scheduling appointments, compiling and organizing materials for meetings and other events, making travel arrangements, and special projects as assigned. The Administrative Assistant will also provide support to other department employees and projects as needed and may require overtime/occasional flexible hours.

DETAILED RESPONSIBILITIES/DUTIES:

• Maintain accurate and easy-to-find files on a daily basis.
• Distribute in-coming mail and faxes to department at least twice a day. Treat all in-coming mail marked as confidential with importance and direct to addressee immediately.
• Complete routine and special analytical assignments under the direction of department management.
• Maintain daily calendar for the department, which includes scheduling meetings and making arrangements for appointments.
• Provide notification of appointments, changes to calendar and any necessary reminders.
• As directed, assist Directors in the coordination and implementation of HLF corporate activities related to third party organizations. This may require scheduling other corporate employees, identifying venues for events, securing HLF products and/or materials for events, and preparing information as directed.
• As directed, coordinate briefing materials for Members of Congress and third party organizations.
• Prepare all correspondence accurately with a professional/polished appearance. Proofread all materials prior to submission for approval and distribution.
• Make travel arrangements on an as needed basis no later than 7 days prior to date of travel (under normal circumstances).
• Prepare expense reports on an as needed basis. Compile receipts, enter into expense report, proofread, and submit to the Vice President prior to obtaining appropriate signatures and submitting to accounts payable.
• Serve as a liaison between the department and various corporate staff and Distributors as well as any customers, applicants and vendors in a courteous, cooperative and professional manner.

Job Requirements

REQUIRED QUALIFICATIONS:

Skills:

• Strong organizational and multitasking skills and communication skills
• Ability to organize workload for effective implementation
• Proficiency in Microsoft Word, Excel, and Outlook; knowledge of Access, Visio, Quick Expense, File Maker Pro and Oracle
• Proven analytical and problem solving ability
• Strong attention to detail
• Strong customer and results orientation

Experience:

• 3+ years experience as an Administrative Assistant

Education:

• High School diploma

PREFERRED QUALIFICATIONS:

• Ability to interact effectively at all levels with sensitivity to cultural diversity
• Adaptability to evolving external environment and organization
• 4+ years experience as an Administrative Assistant
• Some college coursework

Country: USA, State: Dist of Columbia, City: Washington, Company: Herbalife International.