Career Opportunities

Administrative Assistant

Posting Date: October 11, 2011
Status: Non-exempt
Reports to: Executive Administrator
Supervises: N/A
Position Summary:  Under supervision and in accordance with established policies, provides administrative support to company managers and assist and provide support to CEO, CSO, CFO and as needed VP level staff. Responsible for proactively initiating and coordinating dept meeting arrangements, various reports and correspondence. Receives and screen phone calls and mail, faxes and fed-x packages and prioritizes for further action. Works closely with the Office Manager to ensure that the general office support functions are effective and meeting needs of management. Coordinates travel arrangement under direction of Executive Administrator and ensures a balance of cost and efficient travel routes.  Provides administrative support to manufacturing for labeling and shipping and special projects for all functions as needed.
 
Essential Functions:

1. Responsible for setting first impression of NanoH₂O by greeting all visitors and answering and screening phone calls. Including Board of Directors, Vendors, employment candidates and Community and Media representatives
2. Schedules and coordinates meetings, conference calls and other Company events
3. Oversee reporting/payment ONR grant. Keeping records and files as required
4. Set up and maintain files, distribute mail and messages this may include confidential information
5. Provide administrative support as needed in Excel, Word and Power Point documents and presentations.  May be exposed to highly confidential information
6. Ensure that office supply cabinets and kitchen are stocked appropriately. Works with Office Manager to determine order levels
7. Provide assistance and coordination for employee events
8. General office support and special projects as needed

Education/Training/Experience:
 
Required:

• High School or equivalent, (4) year college degree preferred with or with minimum of 3 years hands on related business/office experience in a fast paced environment.
• Demonstrated success in working with short deadlines and multiple priorities.
• Experience in working with Sr. Executives who frequently work with sensitive and confidential information.
• Hands on experience with Excel spreadsheets and creating reports.
• Proven ability to be proactive in problem/issue resolution.
• Past experience in providing administrative support for documents that contain technical information.

Desirable: 

• Startup company experience
• Prior experience in coordinating travel for multiple people

General Skills/Abilities: Proven attention to detail including numbers and technical data, excellent organization, written and verbal English communication skills.  Competent in Microsoft office Word, Excel and PowerPoint.
 
Physical Requirements:  Standing, sitting, walking, climbing stairs, light lifting up to 35 pounds, computer operation, travel if/as required by air/rail/auto, ability to work in office and manufacturing environment.
 
Special Requirements/Certification: n/a