Executive Assistant, Commercial Division

1 month ago

Baltimore, United States SP+ Full time
Job DescriptionJob Description

Overview

Our team understands that time is scarce, so we are intentional about putting ourselves in the shoes of those we serve. The result is a unique combination of talented people and industry-leading technology that enables SP+, a Metropolis Company, to prioritize each and every moment, recognizing that the time colleagues, clients and customers invest in us must always matter.

As an Executive Assistant to the President, Commercial Division, you will be a key member of Metropolis’ Commercial Division team and work closely with an executive leader to maximize efficiency and help drive results. In this role, you will provide administrative support including calendar management, travel coordination, and office management assistance for our Baltimore Regional Office. You will also help plan events, project manage key technology-oriented initiatives, track priorities, and contribute to the overall culture of the organization.

What we offer

  • Health Insurance, Vision, and Dental
  • 401(K) Match Program with immediate match
  • Hybrid working model
  • Short-Term and Long-Term Life Disability
  • Life Insurance
  • Paid time off, including vacation, mental health, sick and holidays
  • PayActiv - On-demand pay for the money you have already earned.
  • Fantastic opportunities for career growth
  • A knowledgeable, high-achieving, experienced team
  • Learning opportunities through our internal training program, SP+ University
  • A diverse company that cares about inclusion, innovation and the environment. Visit www.spplus.com to learn more
  • A free and confidential employee assistance program (EAP) that provides support and resources to employees and their families 24/7


Responsibilities

What you'll do

  • Work directly with the President to support all aspects of his daily work routine.
  • Provide high-level administrative support and assistance to the President, Commercial Division
  • Own calendar management including communicating with internal and external stakeholders to schedule, coordinate and confirm meetings, travel, and other appointments
  • Develop an understanding of the company's culture, policies, and best practices as well as the executive’s working style to easily prioritize meetings and tasks independently
  • Provide updates to key stakeholders regarding the executive’s schedule, priorities, and needs from the team
  • Ensure follow-up on action items from meetings
  • Track project progress and provide regular updates to the President, Commercial Division
  • Plan and organize travel, including booking flights, hotels, transportation, and managing travel expenses, ensuring that travel plans align with the executive's schedule and preferences as well as company policies
  • Support and or project manage key people team related projects such as events, meetings, off-sites, presentations, agendas, and other correspondence
  • Draft, review and send communications on behalf of company executive(s)
  • Answer and respond to phone calls, communicate messages and information to the executive
  • Prioritize emails and respond when necessary
  • Manage office supplies and tasks for our Baltimore Regional Office
  • Ensure the President, Commercial Division is prepared for meetings including gathering or distributing materials, providing relevant research, note-taking, etc.
  • Provide general administrative support such as filing paperwork, expense reporting, invoice processing, and other tasks to facilitate the smooth operation of the executive's office
  • Maintain strict confidentiality and discretion in handling sensitive information and discussions
  • Ensure that all documentation and communications are secure and appropriately managed
  • Represent the executive and the Metropolis professionally and courteously in all interactions, internally and externally


Qualifications

What you need

  • High school diploma required; Bachelor's degree in Business Administration or related field preferred
  • At least 4 years of related experience required
  • Excellent verbal and written communication skills
  • Excellent organizational skills and attention to detail
  • Excellent time management skills with a proven ability to meet deadlines
  • Ability to function well in a high-paced and at times stressful environment
  • Extensive knowledge of office administration, clerical procedures, and record keeping systems
  • Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software
  • Experience supporting technical projects is preferred

SP+ is an equal opportunity employer committed in policy and practice to recruit, hire, train, and promote, in all job classifications, without regard to race, color, ancestry, religion, sex, age, national origin, citizenship status, marital status, sexual orientation, veteran status, gender identity, disability or other classes protected by federal or state law. SP+ does not tolerate harassment or retaliation against any employee or applicant based on these characteristics or because the individual exercised their EEO rights.

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