Administrative Assistant

CTC; Iowa City (IA); On-site; USD 40,000 - 52,000; Full time

Job summary

CTC in Iowa City seeks an Administrative Assistant who can uphold high standards and communicate clearly with staff and visitors. The role requires initiative, prioritization of daily tasks, and a proactive approach to deadlines in a fast-paced office environment.

You will support managers and employees with a range of administrative duties, maintain confidential material, organize meetings, prepare reports and correspondence, and help optimize office workflows.

Qualifications

• Excellent communication skills and ability to take initiative.
• Prioritize daily tasks and meet tight deadlines.
• Support managers and employees through various administrative tasks.
• Handle confidential and time-sensitive material.
• Coordinate meetings, manage schedules, and arrange appointments.
• Prepare reports, memos, and correspondence.
• Maintain filing systems and expense/invoice processing.
• Develop presentations and take dictation.

Responsibilities

• Provide administrative support to ensure efficient office operations.
• Answer calls, direct inquiries, and manage email communications.
• Schedule meetings, prepare travel arrangements, and maintain calendars.
• Assist in preparing reports and maintaining filing systems.

Skills

Communication

Time management

Organizational skills

Multitasking

Professionalism

Job description

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role.

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office.

• Supports managers and employees through a variety of tasks related to organization and communication.
• Responsible for confidential and time-sensitive material.
• Familiar with a variety of the field's concepts, practices, and procedures.
• Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.
• Answer and direct phone calls, maintain contact lists, organize and schedule meetings and appointments, provide general support to visitors.
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports, develop and maintain a filing system.
• Submit and reconcile expense reports, prepare and monitor invoices.
• Research and create important presentations and develop processes, Take dictation
• Generate reports.
• Develop administrative staff by providing information, educational opportunities, and experiential growth opportunities.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.