Executive Administrative Assistant

22 hours ago

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

The Executive Administrative Assistant will plan and orchestrate work to ensure that senior executives' priorities are met, organizational goals are achieved, and best practices are upheld. This individual will oversee and manage the day-to-day internal operation of the office and provide administrative support and assistance to TCOM's Operations, Engineering, Programs Departments, and their staff. 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 Executive Administrative Assistant must work effectively in a team environment of a fast-paced office with minimal supervision and occasionally without established procedures and possess demonstrated experience problem solving and multi-tasking.

Communicate with persons inside and outside organization:

  • Represent the organization to customers, the public, government, and other external sources.
  • Receives incoming communication or memos on behalf of senior staff and distributes contents to appropriate staff.
  • Exchange information in person, in writing, by telephone or e-mail.
Clerical duties:
  • Develop a records management system for incoming and outgoing correspondence.
  • Maintains and coordinates executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Prepare outgoing mail and Federal Express packages for correspondence and presentations.
  • Coordinate commercial invoice preparations as necessary.
  • Must be highly proficient with extensive experience and working knowledge of Outlook and Microsoft Office, including PowerPoint, Word, and Excel 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 the accounting department for reimbursements, travel advances and credits due on cancelled tickets.

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 eight years of administrative experience with at least three years of experience arranging and confirming travel plans and expense forms. 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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