RAND is seeking an Administrative Assistant who will provide complex administrative support to the General Services Manager and the Operations Manager in Facilities (FS).
Under limited supervision:
Performs administrative duties using standard policies, procedures, and guidelines and protects confidential information
Maintains and coordinates calendars, manages electronic communications, assists with vendor communication and scheduling activities
Coordinates travel arrangements and meeting schedules, and maintains files
Uses and integrates software applications in managing and completing workload tasks.
Specific tasks include:
Maintain calendars, confirm weekly agendas in advance, proactively handle changes in scheduling
Draft correspondence from verbal outlines; act as recorder at meetings and prepare reports for attendees; create briefing materials; assist with Facilities events
Prepare travel arrangements and travel expense reports
Maintain lease, maintenance, and vendor contract files; track invoicing
Develop, organize and maintain metrics information
Communicate with vendors and suppliers; follow-up status of requests, billings, etc
Learn and become proficient using standard FS software tools (CSC, SharePoint, CMMS, etc)
Become familiar with FS operations at other RAND sites and interface effectively with their administrative assistants
Backup FS Director's Administrative Assistant as requested
Overtime may be required
Other projects and administrative support as required
Educational requirements: BS or BA preferred.
Specific technical skills required:
Advanced knowledge of MS Word, Access, Excel and PowerPoint are necessary
Understanding of Microsoft Project software helpful
Good oral and written communication skills are essential; ability to initiate and draft correspondence
Demonstrated ability to take initiative where appropriate, work independently and/or as part of a team
Strong organizational skills required
Ability to exercise tact, courtesy, and judgment in working with all levels of staff
Proven team player and effective in role as technical resource
Demonstrated ability to maintain equilibrium and focus in a demanding, fast-paced work environment.
Related experience required: 5-10 years
Security Clearance: Able to obtain U.S. government security clearance
Locations: Santa Monica
Positions open: One
Location: California-Los Angeles
Company: RAND Corporation
Company Description: The RAND Corporation is a non-profit research organization providing objective analysis and effective solutions that address the challenges facing the public and private sectors around the world.
Company Website: [n/a]
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