Administrative Support

3 weeks ago

Dearborn, United States Optimal Inc. Full time
Job DescriptionJob Description

Position Description:

  • Strong understanding of the organization and how to access resources for getting things done/problem solving. Ideal to have relationships (or be able to build relationships) w/ EAs & Chiefs of Staff across the organization.
  • Possess superb time and data management skills to coordinate various email activity and meeting notices.
  • Flexible and resilient
  • Uses good judgement.
  • Able to operate within an ever-changing and dynamic environment.
  • Has a high level of integrity and discretion in handling highly confidential information.
  • Must be professional when interacting with senior leaders, but at the same time should be positive, energetic and enjoy the journey.
  • Self-motivated, adapts to change with a positive attitude, a quick learner, and has the confidence to ask for help.
  • Exceptional communication skills - both verbally and written
  • Understand how to prioritize and be a problem solver.

Skills Required:

  • Coordinate internal/external meeting itineraries, schedules, and calendars, and resolve conflicts in a timely and efficient manner.
  • Managing the office space and meeting coordination both in person and virtually
  • Arrange travel (inclusive of visa/passport requirements if necessary)
  • Coordinate expenses (i.e., corporate card expenditures, etc.) & understand approvals required.
  • Handle inflow and outflow of correspondence (i.e., calls, email, and letters) and respond to items on a timely basis.
  • Plan and coordinate team events and activities in partnership with US Marketing Chief of Staff.
  • Serve as back up for US Marketing Chief of Staff as needed as well as assist with special projects in areas such as team training, organizational structure, create power point, etc.
  • Assist team members with special projects/ assignments, as needed.
  • Serve as face of U.S. Marketing for the many internal partner teams with which the Marketing team works in helping facilitate connections, communication, and collaboration.

Experience Required:

  • Minimum of 5 years' experience as an Administrative Assistant supporting leadership or Project Management experience
  • Proficient in use of Microsoft software (Outlook, PowerPoint, Word, and Excel and other programs as required) as well as use of Internet/Web
  • Proficient or willing to learn new technology (both hardware and software)

Experience Preferred:

  • Bachelor's degree (Marketing or Business degree) preferred.
  • Experience supporting more than one leader concurrently.
  • Ability to work independently with minimal supervision.
  • Ability to work collegially within a team environment in open concept office area.
  • Ability to plan, prioritize, and support multiple assignments and projects simultaneously.
  • Hands on approach and taking initiative in resolving issues/concerns.
  • Be able to have fun with a wonderful team and enjoy the journey

Education Required:

  • Bachelor's degree Marketing or Business degree is preferred.
  • Experience supporting more than one leader concurrently.
  • Ability to work independently with minimal supervision.
  • Ability to work collegially within a team environment in open concept office area.
  • Ability to plan, prioritize, and support multiple assignments and projects simultaneously.
  • Hands on approach and taking initiative in resolving issues/concerns.
  • Be able to have fun with a wonderful team and enjoy the journey

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