Corporate Operations Coordinator
5 days ago
The Administrative Assistant III reports to the Administrative Operations Manager and is responsible for providing email and calendar delegate, travel and expense management, document production, ad hoc projects, and the effective use of office applications. Key responsibilities include:
- Create and maintain Distribution Groups
- Schedules, and facilitating meetings, either virtual or in-person, securing room reservations and food ordering/delivery, if necessary
- Acts as a primary point of contact for the team (e.g., independently seeks out answers to questions, takes initiative, leverages network of resources to solve problems)
- Assists with overflow work from other areas of the business; provide backup support to other AAs as necessary
- Prepares, produces and proofreads advanced level presentations and correspondence, graphic presentations, and other documents, including editing for grammar, punctuation, and clarity
- Submits printing requests for meetings and other needs as necessary; ensures accuracy of printed materials before distribution
- Research and book travel arrangements
- Prepares and submits expense reports
- Records time accurately and submits according to corporate guidelines
- Attends business town halls; Coordinate, schedule and prepare presentations for client and internal meetings
- Serves as an expert resource for Aon branding
- Maintains OneDrive files, databases, or SharePoint sites as applicable
- Prioritizes work, makes measurable progress on assignments, and delivers quality results
- Has an advanced understanding of practice/business terminology
- Coordinates complex meeting logistics in-person and virtually; may include, but not limited to, budgeting, travel, room reservations, meeting room logistics and materials, and catering
- Actively participates in leadership meetings for follow ups and note taking when applicable
- Delegate for email management, time recording, full calendar management, expense approvals, and other special projects when applicable
- Coordinates projects and works independently
- Ability to compose materials from rough notes or independent knowledge of circumstances
- Acts as liaison between the executive and their colleagues, clients, and other stakeholders
- Strategic, solves problems, and establishes procedures that result in process improvements
- Acts as a subject matter expert for internal tools and resources
- Assists Administrative Operations Managers (AOMs) with special initiatives and workstreams
- Demonstrates leadership by contributing agenda topics and openly participating in meetings or other forums
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