Administrative Assistant
1 week ago
Position Summary-
This job is responsible for providing diverse and confidential administrative support, including extensive calendar management. Key responsibilities include supporting management with administrative tasks, coordinating travel arrangements, processing expenses, gathering and reporting information relevant to/for the executive, and responding to incoming mail. Job expectations may include assisting with organizing in-person meetings and off-sites and managing different and conflicting objectives, projects, or activities in a responsive and personable manner.
Provide executive administrative support to the Global Technology Third Party and Change Executive. Principal duties are managing the schedule of the Executive, including meetings, tele-presence and travel; scheduling staff events; coordinating and responding to correspondence and requests from outside groups and senior management of the Company; typing memoranda and correspondence; maintenance of accurate records; preparing expense reimbursement; and other related administrative duties.
• Communicates with executives and line management to gather and convey relevant information
• Answers manager's phone line, documenting accurate messages and handling calls with appropriate judgment
• Proactively manages the calendar of multiple stakeholders, effectively resolving conflicts that arise in a professional manner
• Manages all travel planning and expenses, coordinating schedules for executive to maximize time and create efficiencies
• Prepares meeting minutes and related meeting documents, utilizing written and oral communication skills
• Liaises with outside groups to coordinate events where the executive is a corporate chair, director, or committee member
• Engages in high-level client contact and supports conversations related to sensitive information, utilizing considerable diplomacy and judgment
• Scheduling of meetings and calendar management.
• Accurately arrange complex, detailed and frequently changing travel plans and itineraries
• Assist with various administrative aspects of the department management
Required (hard) skills/experience
Primary Skill-Microsoft Office
• 3+ years' experience as an Executive Assistant or comparable level of experience as a Senior Administrative Assistant
• Demonstrated ability in either current or prior positions to interact with senior level executives
• Ability to work independently, multi-task, manage time wisely; handle confidential and sensitive material with highest degree of integrity.
• Strong executive presence; superior interpersonal communications skills
• Must be proficient in MS Outlook
• Ability to multi-task in an urgent and deadline-driven environment
• Accuracy/quality control - must demonstrate accuracy & thoroughness and monitor own work to ensure quality
• Excellent attention to detail and organizational skills
• Pro-active attitude with ability to stay focused and maximize time efficiently
Desired Skills
• Administrative Services
• Attention to Detail
• Customer and Client Focus
• Planning
• Prioritization
• Adaptability
• Collaboration
• Event Planning
• Problem Solving
• Research
• Facilities Management
• Office Administration
• Oral Communications
• Recording/Organizing Information
• Written Communications
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