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Administrative Assistant

2 months ago

Boston, United States SSi People Full time

PRIMARY JOB ACCOUNTABILITIES:

Complex Calendar Management: Proactively manages the leader's calendar in a timely and accurate manner. Includes scheduling of meetings and events, resolution of conflicts, recommends meetings and calendar updates/modifies based on anticipation of needs grounded in organizational context.

Meetings and Events: Plan and coordinate team meetings and events of varying sizes and complexity; includes venue selection, ordering catering, tracking expenses, agenda creation, material preparation, A/V resource planning, and coordinating communications to the attendees.

Communications: Under the leader's direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval. May manage distribution lists and send communications on the leader's behalf.

Travel: Obtain trip approvals, book domestic and international business travel; secure visas, maintain travel profiles

Expenses: Track and submit expense reports, reinforce Policy w/team members

On/Off boarding: Help ensure successful on/off boarding of team members; may include equipment procurement and supply management, space planning, scheduling meetings, assisting with communications and/or helping the leader to remember his/her action items.

Presentations: Produce and/or edit high quality PowerPoint or Keynote presentations

Organization Chart Management: Handle the creation and maintenance of organizational charts as needed

Budget Tracking: may assist leader with tracking of expenses

Support team plans, projects, activations or other deliverables as needed

Serve as the main point of contact for administrative questions from the team

Provide coverage for other leaders where temporary administrative needs exists


KEY CAPABILITIES:

Strong written and verbal communication skills; ability to work and communicate effectively with a variety of personalities including senior level executives

Proven ability to work in a fast-paced, results-oriented, team environment with sometimes high levels of ambiguity and independence

Organize, prioritize and appropriately handle highly confidential and sensitive information Proficiency using required software as well as internal systems

Be a connector - take initiative and seek connection on behalf of other people to solve problems and answer questions

Ability to occasionally work outside of core business hours

Familiarity with Microsoft Suite, Slack, Box, and Concur preferred


EXPERIENCE REQUIRED:

• High school diploma or equivalent required

• Minimum of 3 years of administrative work experience required


REQUIRED:

3+ years of experience supporting Sr leadership in a large organization

Managing multiple Sr leadership calendars

Scheduling international meetings and time zones, room booking, larger scale meetings

Event management, working with outside vendors