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Administrative Assistant

2 months ago

Wilmington, United States Russell Tobin Full time

Job title: Administrative Assistant

Location: Wilmington, DE 19809

Duration: 6 months contract

Pay range: $31/hour to $33/hour


RESPONSIBILITIES:

  • Provides administrative support in a complex team environment to a senior group of executives (up to 6 executives).
  • Provides administrative support in-office 5 days/week; expected to arrive no later than 8:30a Provides back up coverage to other assistants when necessary.
  • Occasionally may be asked to provide extended hours coverage which includes calendar coverage and checking email periodically.
  • Frequently collaborates with chiefs of staff and finance team members.
  • Coordinates complex, senior-level internal/external in person and Zoom meetings.
  • Handles a high volume of phones calls, e-mails and Teams messages.
  • Expected to interact with high level business leaders in a professional and effective manner.
  • As needed, interfaces with clients and vendors through email, Zoom and in-person.
  • Maintains complex and accurate calendars with ability to prioritize meeting requests and related logistics.
  • Coordinates occasional domestic and international travel arrangements and processes expense reports, always maintaining up to date expenses for each executive.
  • Responsible for participation in additional duties such as approving badge access, arranging office space, coordinating group events, supporting executive visits, booking conference rooms, and supporting ad-hoc projects with chief of staff teams.
  • Assists executives with getting to meetings on time, printing out materials, running in-office errands such as delivering documents and items within the office.
  • Mastery of our firm systems for T&E, space/seating, manager alignments and time-entry.



SKILLS AND QUALIFICATIONS:

  • Incredibly organized with attention to detail and responsiveness At least [3 years] of prior experience with senior exec coverage.
  • Requires excellent operational proficiency in Outlook scheduling, travel booking and associated logistics (e.g., car service), and expense management.
  • Familiar with navigating Microsoft PowerPoint, Word, Excel, and Adobe PDFs.
  • Collaborates well with other admins as needed to ensure proper coverage and back up coverage.
  • Has strong interpersonal and communication skills.
  • Must be able to prioritize a variety of time-sensitive tasks.
  • Proactive with excellent follow-up.
  • Demonstrates high degree of integrity and confidentiality; operates with discretion.
  • Ability to display a consistent, professional degree of communication.
  • Resilient, able to adapt to unexpected events, and ability to prioritize and multi-task in a deadline driven environment.



EDUCATION:

  • Bachelor's Degree Preferred
  • H.S Diploma

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