Office Support Specialist
2 weeks ago
Position Overview: The Executive Administrative Coordinator plays a crucial role in delivering comprehensive administrative support to the Senior Director of M2U. This position encompasses a variety of tasks and projects, necessitating adaptability, sound judgment, and exceptional organizational and technical abilities.
Key Responsibilities:
- Administrative Assistance: Offer direct administrative support to the Senior Director, which includes generating reports, drafting correspondence, preparing communications, tracking departmental metrics, and executing tasks on behalf of the Senior Director.
- Task Prioritization: Efficiently prioritize and execute assignments with minimal oversight, manage sensitive information discreetly, and ensure alignment with the Senior Director's priorities.
- Clerical Duties: Compile and organize information utilizing MS Office, manage schedules, coordinate meetings, organize events, and oversee logistical arrangements.
- Project Oversight: Independently manage special projects, develop strategies to enhance employee engagement, participate in meetings, and maintain internal communication channels.
- Travel Coordination: Organize both domestic and international travel arrangements, including flights, accommodations, and transportation logistics.
- Expense Oversight: Process operational expenses, monitor and manage financial outlays, perform basic accounting tasks, and reconcile monthly credit card statements.
- Facility Management: Review, assign, route, and track facility-related expenses for processing, verify documentation, and ensure proper processing through relevant systems.
- Staff Interaction: Facilitate smooth daily operations, support colleagues, and engage with staff, senior managers, external partners, and consultants.
- Independence and Flexibility: Work autonomously, anticipate priorities, respond to unexpected challenges, meet deadlines, and adapt to shifting priorities.
- Work Environment: Promote a positive and equitable workplace, emphasizing core values such as customer focus, innovation, integrity, collaboration, and superior performance.
- Safety Compliance: Adhere to safety program requirements, including health and safety regulations.
- Additional Responsibilities: Undertake any other duties assigned by senior management.
Qualifications:
- Education: Associate degree required (Bachelor's degree preferred); Certified Administrative Professional (CAP) certification is advantageous.
- Experience: At least two years in a similar role within a global organization; strong communication skills, both verbal and written; tact and diplomacy in interactions; strategic thinking and problem-solving abilities; professionalism in handling confidential information; ability to thrive in a dynamic, team-oriented environment; proficiency in MS Office and related software.
Competencies:
- Effective communication
- Collaboration
- Trust-building
- Customer orientation
- Planning and alignment
- Resourcefulness
Ultimate Staffing is committed to providing equal employment opportunities without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status.
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