BEST Program Administrative Assistant for Program Management & Procurement Support

Position Summary :

The Administrative Assistant for Program Management & Procurement Support will be part of a team of Program Management and product vendor staff that will design and implement tasks necessary to migrate data from legacy systems to the new cloud solution.

We are seeking a highly organized and proactive Administrative Assistant for this role to provide comprehensive support in program management and procurement support functions.

The ideal candidate will possess strong administrative skills, exceptional attention to detail, and the ability to multitask effectively in a fast-paced environment.

This role will involve assisting with administering program planning and execution activities and ensuring seamless administrative support.

A resilient candidate will assist in enhancing the efficiency of our program management and procurement teams. This candidate would take direction from the BEST Program Coordinator and Procurement & Contracts Manager for the Business Enterprise Systems Transformation Program within the Office of the Comptroller.

Specific Duties :

• Program Management Support :
• Provide administrative support to Program Manager and Workstream Leads in planning, organizing, and executing program activities.
• Assist in monitoring program timelines, schedules, and track progress against milestones.
• Handle incoming emails and phone calls and route them appropriately.
• Coordinate meetings, conference calls, and appointments related to program activities, with a concentration on preparing meeting agendas and minutes.
• Assist in compiling program documentation, reports, and presentations, and ensure they are accurate and up to date.
• Attend meetings related to software configuration by business teams and compile minutes to support documentation of discussion points, issues, decisions, and next steps.
• Collaborate with cross-functional teams to facilitate communication and ensure alignment on program objectives and deliverables.
• Procurement Support :
• Assist in the procurement process by researching vendors, obtaining quotes, and preparing purchase orders.
• Maintain accurate records of procurement transactions, including vendor communications and quotes / purchase orders documentation.
• Coordinate with vendors and CTR / BEST staff to ensure timely delivery of goods and services and resolve any issues or discrepancies that may arise.

Required Skills :

• Proven experience in an administrative assistant role, preferably in program / project management or procurement.
• Skilled collaboration and working effectively with others.
• Effective written and verbal communication skills, with a strong active listening skill.
• Excellent attention to detail, accuracy in data entry and record-keeping, and strong problem solving skills a plus.
• Ability to interact professionally with internal and external program stakeholders.
• Skill in working both independently with minimal supervision and taking direction as part of a team.

Minimum Entrance Requirements

• Bachelor's degree in business administration, supply chain management, or related field is preferred.
• Proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint, Word,) and other relevant software applications.
22 days ago