Administrative Assistant

21 hours ago

Columbia, United States TCOM, L.P. Full time

This individual will oversee and manage the day-to-day internal operation of the office and provide high-level administrative support to Business Development organization. Requires familiarity with company policies, procedures, forms and processes.

Working Procedure:

This individual must be articulate, with excellent written and verbal communication skills, and have a heightened sense of confidentiality while performing a wide variety of sensitive/highly confidential administrative and support tasks.

This position requires strong interpersonal skills in order to maintain contact and work effectively with all levels of management, employees, and outside parties, including (but not limited to) national and international customers and partners.

Responsibilities include travel arrangement and expense reporting, presentation and meeting preparation as well as confidential records maintenance and filing. The individual will develop and maintain file systems and contact databases, create reports, and perform routine office tasks.

The Administrative Assistant must work effectively in in a team environment of a fast paced office with minimal supervision and occasionally without established procedures and possess a demonstrated experience problem solving and multi-tasking. Provide administrative support by performing a variety of complex and confidential administrative duties. Coordinates special projects by developing project plans and schedules.

The following are the usual major job duties but this job description does not preclude the performance of others, duties by the incumbent, nor the question being raised on the proper rate of pay for the assignment.

  • Communicate with persons outside organization
    • Represent the organization to customers, the public, government, and other external sources
    • Exchange information in person, in writing, by telephone or e-mail
    • Primary interface to the contracted PR/marketing firm
  • Clerical duties
    • Typing, proofreading, editing, and file organization of all marketing materials and presentations
    • Develop a records management system with marketing and project files for incoming and outgoing correspondence
    • Prepare outgoing mail and Federal Express packages for correspondence, presentations and miscellaneous marketing items. Coordinate commercial invoice preparations as necessary
    • Compiles reports and prepares agendas and background materials
    • Must be highly proficient with extensive experience and working knowledge of Microsoft Office suite, including Outlook and Sharepoint programs
  • Arrange travel
    • Process all Travel to include reservations, passport, visa requests as needed to ensure compliance with export license requirements and travel restrictions
    • Assist TCOM personnel with travel related questions and process travel expenses reports reviewing for completeness and accuracy to include per diems. To include liaison with World Travel and accounting department for reimbursements, travel advances and credits due on cancelled tickets
  • Bid and Proposal assistant
    • Maintain and order all marketing literature and miscellaneous marketing supplies and giveaways
    • Run Job Summary Reports regularly to determine spending
  • Perform other duties and responsibilities as assigned

Education Requirement: High School diploma or equivalent; completion of college-level courses preferred.

Experience Requirement: Requires at least 5 years of advanced support level administrative experience with at least 3 years of experience arranging and confirming travel plans and expense forms. Experience performing a variety of complex and confidential administrative duties. Demonstrated ability to establish and manage multiple priorities and assignments and provide effective follow-up.

TCOM also offers a variety of benefits, including health and disability insurance, 401(k) match, flexible spending accounts/HSAs, EAP, tuition reimbursement, parental leave, paid time off (PTO), and company-paid holidays. The specific programs, options and eligibility may vary depending on date of hire, classification, and schedule type.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

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