Senior Administrative Representative

4 weeks ago

Philadelphia, Pennsylvania, United States Hire Talent Full time

This role will provide high-level administrative support to the Technology Experience Services Managing Director. Key responsibilities include travel arrangement management, expense report submission, calendar management, meeting planning, and staff support. The ideal candidate will possess excellent communication skills, a collaborative team player mindset, and the ability to work independently with confidential information.

Key Responsibilities:

  • Travel: Manage travel arrangements using online tools.
  • Expenses: Accurate and timely submission of expense reports, as well as review, rejection, or approval of policy-adherent expense reports submitted by team members.
  • Calendar Management: Manage calendar systems and look for opportunities to enhance efficiencies. Make last-minute calendaring decisions based on priority and business needs using sound judgment.
  • Meeting Planning: Schedule and organize internal and external meetings, including Zoom/Webex and conference calls, and handle necessary logistics for outside guests.
  • Staff Support: Attend staff meetings to record minutes, track takeaways, follow up on action items, and manage invitations for guest attendees.
  • Special Projects/Programs: Manage team-wide projects/programs as needed, such as team-building events, philanthropy, or other events.
  • Onsite Facilities Coordinator: Support the Philadelphia Site leadership team with coordinating events, including ordering food, booking rooms, setup, and clean up.

Qualifications:

  • Collaborative team player with excellent verbal and written communication skills.
  • High energy with the ability to keep up with a fast-paced working environment.
  • High degree of integrity and accountability to deliver strong, high-quality outcomes.
  • Ability to work independently and maintain confidential information in a highly professional manner.
  • Ability to have a high level of accuracy and detail-oriented.
  • Demonstrated flexibility, ability to adjust priorities, and a solutions-oriented mindset required.
  • Proactively anticipates needs of the team - always thinking ahead.
  • Experience with supporting a virtual workforce.
  • Possess technical proficiencies with audio and voice equipment as well as mobile and desktop devices.

Non-Negotiable Skills:

  • Previous experience with meeting planning and calendar management.
  • Attention to detail.
  • Ability to work independently and maintain confidential information in a highly professional manner.

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