Administrative Assistant, Watervliet

Job DescriptionJob Description
We are looking for a highly organized Administrative Assistant.
This Long-term Contract position is ideal for someone who can manage competing priorities, handle confidential information with discretion, and provide dependable support to division leadership in a fast-paced environment.
The role involves coordinating schedules, maintaining records, tracking communications, and assisting with administrative projects that help the division operate efficiently.
Check all associated application documentation thoroughly before clicking on the apply button at the bottom of this description.
Responsibilities:
Oversee divisional records by organizing files, supporting retention and archiving activities, and arranging digitization of documents when needed.
Safeguard sensitive information by applying confidentiality standards to both paper and electronic materials.
Coordinate meetings with internal teams and external partners, ensuring logistics and scheduling details are handled accurately.
Manage leadership calendars by resolving conflicts, prioritizing requests, and keeping daily schedules up to date.
Review incoming correspondence and documentation, route materials appropriately, and prepare items for leadership review before deadlines.
Generate reports from various systems to support administrative and operational needs across the division.
Prepare and complete required state documentation to ensure timely processing of administrative paperwork.
Contribute to division-wide initiatives by assisting with projects such as workspace coordination, document organization, and other operational assignments.
At least 3 years of experience working with SharePoint, network drives, shared folders, servers, or similar electronic file environments.
Strong proficiency with Microsoft Office 365, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint in a detail-oriented setting.
Demonstrated ability to work independently while also collaborating effectively with colleagues and leadership.
Proven ability to handle confidential information with sound judgment and discretion.
Excellent organizational, time-management, and multitasking skills in an environment with shifting priorities.
Experience reviewing documents and projects for accuracy, completeness, and consistency.
Ability to create and maintain structured filing systems that support efficient document retrieval and organization.
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Familiarity with electronic databases, data entry, and maintaining both digital and physical records.