Administrative Assistant
Found in: Appcast Linkedin GBL C2 - 2 weeks ago
Payrate: 26.00/hr
Contract-6 months
The Administrative Assistant is responsible for providing a high level of professionalism and confidentiality in a fast-paced environment, often under pressure, remaining flexible, proactive, resourceful, and efficient.
Responsibilities
- Administrative Support—Performs complex administrative duties, including coordinating resources across corporate functions. Composes routine correspondence with internal and external contacts.
- Executive Calendar Management—Manage multiple Outlook Calendars. Interaction with both internal and external executives and assistants, as well as consultants and vendor partners. Coordination of a variety of complex executive meetings. Must be able to use best judgment to prioritize the executive’s time based on greatest need. Travel scheduling for multiple executives, logistics manipulation, and problem-solving.
- Time Management—Conserves executive’s time by reading, researching, and routing correspondence; drafting internal and external correspondence; collecting and analyzing information; initiating telecommunications. Ability to multi-task and meet changing deadlines.
- Document preparation and record management, including processing expense reports and invoices; handling mail, faxes and copying as needed; maintaining department phone and email distribution lists; maintaining department organizational charts and properly storing legal agreements.
- Event Coordinating—Plan functions as requested, including negotiation with outside vendors for services.
- Project Management—Lead multiple projects simultaneously; utilize exceptional follow-up skills.
- Communications—Expert level oral and written communication skills. Ability to communicate vertically and laterally within the organization at all levels. Interact with clients, vendors, and visitors professionally.
- Coordinating and scheduling small and large scale meeting and conference call logistics. Attends meetings when assigned and reports on actions.
- Oversee and ensure adequate supplies for department.
- Completes all arrangements for new departmental employees (schedules new employee orientation, secures technical assets such as computer and mobile phone, and Code of Conduct sessions, etc.).
- Performs special projects and tasks as assigned to support department priorities, utilizing exceptional follow-up skills.
- Complete other duties as assigned.
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