Administrative Assistant

2 weeks ago

Plano, United States Axelon Full time
Title: Administrative Assistant
Location: Plano, TX
Shift: Monday-Friday, 8AM-5PM

Job Description:
• Managing the VP's highly detailed calendar as well as scheduling meetings and conference calls (includes staff meetings and meetings with senior management within the Food and Beverage system as well as external stakeholders and consultants) both domestically and internationally.
• Coordinating travel arrangements (domestic and international) which includes the preparation of visa travel documents, as required.
• Coordinating meetings and external events.
• Preparing and handling highly confidential and proprietary information.
• Preparing and reconciling the VP's T&E reports in Concur and P-card as appropriate.
• Maintaining content, accuracy and visual organization of files (or informational databases).
• Organizing, maintaining and procuring office supplies.
• Managing, updating and appropriately communicating departmental documents.
• Managing departmental projects as assigned.
• Interfacing appropriately with many internal and external clients and senior executives.
• Preparing PowerPoint presentations.
• Answering general phone inquiries in a professional, courteous and helpful manner and appropriately handling vendor calls and emails.
• Serving as a resource person by contacting or responding to inquiries.
• Greeting visitors to the organization in a professional, welcoming and helpful manner.

Qualifications / Requirements:
• A minimum of 5 years of executive administrative experience supporting C-suite and/or senior level executives.
• Proven track record of managing multiple and competing priorities.
• Must be highly organized, pay close attention to details and proactively follow-up.
• Ability to anticipate needs and issues and act accordingly in addition to exhibiting good judgment.
• Ability to manage workload in a fast-paced and high intensity work environment.
• Must be able to flex schedule to meet work demands (ex. early mornings, after hours).
• Must be proficient in Microsoft Office suite (Outlook, Word, Excel)
• Must have advanced PowerPoint skills and be able to independently create high-quality presentations that include charts, graphs, other visuals, etc.
• High proficiency using Apple products and systems, including Mac computers, iPad, iPhone, mobile applications, and iOS; proficiency in Adobe Acrobat a must.

Required Skills
• Ability to make clear and timely decisions.
• Ability to develop a work schedule, set goals, create/implement actions plans and monitor progress.
• Must display professional maturity and ability to support and interact with all levels of management.
• Proficiency with business technology (e.g. web conferencing, SAP, portals, etc.
• Proficiency in the use of office equipment such as computer, voice messaging and digital multi-functional devices (fax/copier/scanner/printer).
• International experience (meeting coordination, booking travel, visa applications etc.) an asset.

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