Administrative Assistant

Position Overview:
• Position supports the operations of the Willow Project Management Team to provide an efficient and productive work environment.
• Maintains confidentiality for sensitive organizational and manager information.
• Position reports to the Willow Project Coordinator.

Responsibilities:
• Coordinate meeting rooms, teleconferences, etc., for various project and organization meetings.
• Ensure all files, information, e-mail, etc. comply with COPA document and records management (DRM) retention policy. Assist Willow Project Management Team personnel to comply with DRM.
• Manage the on-boarding and off-boarding requirements for COP directs and contingent staff.
• Maintain an up-to-date Willow Project Management Team roster; archive a record copy at the beginning of each month.
• Provide up-to-date floor rosters to Floor Wardens and elevator lobby directories.
• Manage office relocations.
• Maintain a proper level of office and breakroom supplies.
• Maintain proper functioning of shared office, conference room, and breakroom resources.
• Liaison for Bldg. Services, Security, and IT related processes.
• Assist in organizing and executing team activities and group-wide events.
• Maintain collaboration with support services personnel in other business groups.
• Assist in management of inventory of recognition items.
• Assist Information Management Lead in additional assignments as needed and dependent on experience and capabilities.
• May be asked to take and distribute meeting minutes.
• Travel coordination and planning support for Willow PMT (flights and billeting).
• May be asked to support reporting.

Qualifications:
Required
• Effective communication and interpersonal skills to work in a dynamic project team environment.
• Working knowledge and experience using Microsoft Office Applications.
• Experience (1-3 years) working in professional industry.
• Positive attitude and willingness to assist in other duties as needed.

Preferred
• 1-3 years of experience in Aide/Coordinator position or similar role.
• 1-3 years of technical writing experience.