Administrative Assistant

Overview:

This position provides high-level administrative support to the Director of Business at the College for Officer Training. Under limited supervision, the administrative Assistant delivers comprehensive support to ensure the smooth day-to-day operation of the Business Department and senior-level managers.

Responsibilities:

• Assist with and/or directly handle all correspondence appropriate for the Director of Business (DOB).
• Assist with the managing of the DOB Outlook Inbox and calendar.
• Receive, take messages, and handle phone calls and in-person visits from others as appropriate for DOB.
• Take notes of meetings, prepare meeting agendas, prepare, and distribute reviewed meeting minutes.
• Serve as backup to Assistant Director of Business (ADOB) Administrative Assistant when necessary.
• Process vehicle Use and Rental Requests in the absence of the Transportation Officer.
• Coordinate the annual campus guideline update.
• Communicate with THQ for TAMC as CFOT liaison and coordinate with other CFOT departments for the event.
• Serve as the liaison with the security company and the real estate attorney.
• Assist with communicating with outside vendors for service schedules and purchase orders for office equipment, furniture, and supplies as required.
• Manage all keys for the facilities and distribute per approval from the DOB.
• Enter Maintenance Request Tickets as necessary.
• Assist in scheduling annual and checkout inspections for officer quarters.
• Maintained files on CFC & THQ approvals and related paperwork for capital projects.

• Assist DOB in creating, reviewing, and revising syllabi.
• Assist DOB in creating, reviewing, and revising presentations (most commonly PowerPoint) for classes that DOB instructs.
• Assist in tracking and processing of teaching assignments, schedules and other responsibilities related to the educational component of the DOB's responsibilities.

Qualifications:

MINIMUM EDUCATION and/or EXPERIENCE

• Ability to handle sensitive information in a confidential manner.
• Strong knowledge and capability in Microsoft Office, emphasizing Word, Outlook, Excel, and Power Point.
• Highly organized, self-directed, and diligent.
• Professional and pleasant demeanor
• Strong verbal and written professional communication skills.