Administrative Assistant

1 month ago

Bellevue, United States Addison Group Full time

This position will report to the Vice President of Finance. The position will provide direct administrative support by managing complex calendars, preparing agendas, working on materials for presentations, documents, spreadsheets, logs/databases, tracking action items, performing basic data entry tasks for finance, making travel arrangements, developing solutions to challenging tasks and providing recommendations to support the productivity of the team.


Responsibilities


• Provide administrative support for Finance, PMO and Senior Level leadership for meetings, conferences, teleconferences, prioritizing functions, and appointments - ensuring that meetings, deadlines, presentations, and logistics are handled seamlessly, and following procedures. Meetings in our office or laboratories will require extensive pre-planning to ensure compliance standards and facilities needs are met

• Assist in basic data entry and analysis projects, including invoice entry for AP, within Finance and PMO

• Develop agendas, track/capture action items for pre-planning meetings and post meeting action(s) and uses filing and retrieval systems for access when needed; and creating written notes or taking minutes at meetings to ensure proper record keeping.

• Support Finance, PMO, and Senior Level leadership in presentation (including board presentation) and document support to ensure any presentation or document meets high standards that are properly representative of our organization. Specifically, assist with presentations, logistics, internal communications, and assist with editing/proofreading documents electronically including presentations (Word and Power Point), spreadsheets (Excel), and other documents

• Serves as the liaison between internal and external stakeholders by facilitating communications, planning events, distributing information, drafts agendas and scheduling meetings.

• Support the Senior Level leadership through general assistance and organizational support to include day-to-day interaction and facilitation of internal and external request and various aspects of interdepartmental communication.

• Assist in entering Purchase Requisitions for the Finance and PMO groups

• Coordinate and book all travel for Senior Level Leadership, as well as completing expense reports.

• Manage confidential communications.

• Provide as-needed support for board meeting preparation.

• Be an active part of the administrative team by attending administrative meetings, providing back up support to other department administrative and executive assistants and supporting visitor access and security protocols are maintained for department meetings.

• Foster development of good relationships with key stakeholder and vendors.

• Adhoc tasks and projects as determined by Senior Level leadership


Key Qualifications and Skills


• Minimum 3 years of commercial experience, experience supporting finance senior level management is preferred.

• College graduate or equivalent work experience

• Must understand the sensitive nature of working with senior level leadership and have good judgement, problem solving skills and maintain the highest levels of confidentiality and integrity.

• Must be able to anticipate and fulfill the business needs of senior leadership.

• Must be adaptable and comfortable operating in a fast-paced environment.

• Must be flexible in the face of changing priorities.

• Must have excellent written communications and interpersonal skills and the ability to interact positively with all levels within the organization including senior executives, trustees, donors, and peers.

• Must project a positive, collaborative, professional demeanor always.

• Must have the ability to solve problems and meet deadlines with a great level of flexibility.

• Must be proficient with the full MS Office Suite.

• Exceptional organization and time management skills – able to work independently, to prioritize multiple tasks to meet changing deadlines and requests, while strategically thinking ahead.

• Must be comfortable with reporting and tracking deliverables to manager on a regular and consistent basis.

• Proficient use of SharePoint, Jira and Confluence.

• Team player who can assess when to act autonomously and when to coordinate with others or seek leadership input.

• The successful candidate will possess a high degree of trust and integrity, communicate openly and display respect and a desire to foster teamwork.

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