FLS Program Administrative Assistant

Allied Universal®, North America’s leading security and facility services company, offers rewarding careers that provide you a sense of purpose. While working in a dynamic, welcoming, and collaborative workplace, you will be part of a team that contributes to a culture that positively impacts the communities and customers we serve. We offer comprehensive benefits for most full-time positions, including medical, dental, and vision coverage, life insurance, a retirement plan, employee assistance programs, company discounts, perks, and more.

The Security Systems Specialist is responsible for the support of all physical security systems including access control, CCTV operations, and dedicated alarm systems on a global wide spectrum. This position will also serve as the point of contact for training users to operate the access control, CCTV, and alarm systems.

Full Time: Monday - Friday

Salaried: $66,539.20

Nature and Scope

The World Bank Corporate Security has responsibility for the effective administration and management of security, fire protection, and safety programs integrated across The World Bank Group (Bank) organizational lines.

Principle Duties and Accountabilities

Under the guidance and supervision of the Fire Life Safety Program Manager, the Administrative Assistant is responsible for planning, scheduling, coordinating, organizing, managing, and keeping the FLS office running.

Basic Job Responsibilities:

a. Provide administrative support to ensure efficient office operations.

b. Maintains physical and digital filing systems.

c. Answers phone calls and directs callers to appropriate personnel, schedules meetings, signs for incoming packages, and assists clients and other FLS team members.

d. Responds to emails and other digital queries and correspondence.

e. Manages calendars for Fire Life Safety team.

f. Drafts and edits emails, reports, and other documents.

g. Inputs and updates information in databases and spreadsheets.

h. Prepares meeting agendas and takes meeting minutes.

i. Coordinates logistics for meetings, including room setup and catering.

j. Uses word processing and presentation software to create and edit documents.

k. Operates and maintains office equipment, including printers, copiers, and fax machines.

l. Works with maintenance staff and outside vendors to ensure office equipment is in good working order and office supplies are always on hand.

m. Research as requested and compiles and summarizes information for reports or presentations.

n. Works closely with other administrative staff and supports other colleagues as needed.

o. Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations.

p. Ensures that deadlines are met and adapts to changing priorities.

q. Presents a positive and professional image for the organization.

Basic Qualifications:

1. High School Diploma or equivalent, associate’s degree a plus.

2. Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) certification a plus.

3. Past administrative experience or tenure in an office setting a plus.

4. Digital literacy and research skills, including the ability to analyze the reliability of information.

5. Familiarity with standard office platforms, such as Microsoft Office and able to effectively utilize all available office management technology.

6. Data management and entry skills, including the ability to maintain and improve filing systems.

7. Accurate record keeping

8. Written communication skills

9. Time management, multitasking, and flexibility.

10. Organizational skills

11. Accuracy and attention to detail

12. Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations.

13. Ability to work well under pressure and navigate multiple deadlines.

14. Proactive approach to problem-solving and process improvement.

15. Ability to work well independently and in collaboration with others.

16. Must possess a valid driver’s license if driving a company-owned vehicle.

17. Must be able to work flexible hours outside of the normal working hours to facilitate and meet goals and objectives.

18. Demonstrates strong written and oral communications skills; ability to conceptualize and analyze problems, and provide solutions clearly and concisely, both verbally and in writing; be self-motivated, possess strong initiative and follow-through abilities.

Key Competencies: Staff Management, Financial Management, Integrity, Problem Solving, Conflict Management, Time Management, Customer Focus, Timely Decision Making, Motivating and Directing Others, Drive for Results, Building Effective and Performing Teams, Delegating, Learning on the Fly

BENEFITS:

• Medical, dental, vision, basic life, AD&D, and disability insurance
• Enrollment in our company’s 401(k)plan, subject to eligibility requirements
• Eight paid holidays annually, five sick days, and four personal days
• Vacation time offered at an accrual rate of 3.08 hours biweekly. Unused vacation is only paid out where required by law.

Allied Universal® is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race/ethnicity, age, color, religion, sex, sexual orientation, gender identity, national origin, genetic information, disability, protected veteran status or relationship/association with a protected veteran, or any other basis or characteristic protected by law. For more information: www.aus.com

If you have any questions regarding Equal Employment Opportunity, have difficulty using the online system and require an alternate method to apply, or require an accommodation at any time during the recruitment and/or employment process, please contact our local Human Resources department. To find an office near you, please visit: www.aus.com/offices.