Administrative Coordinator
2 weeks ago
POSITION SUMMARY:
The Executive Assistant plays a crucial role in delivering a range of administrative and technical support to the designated manager or executive.
REQUIREMENTS:
- A minimum of five years of progressively responsible experience in administrative support; or,
- A combination of education, training, and experience that equips the individual with the necessary knowledge, skills, and abilities to fulfill the essential functions of the role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Familiarity with Concur or similar travel and expense management software is advantageous.
KEY RESPONSIBILITIES:
- Facilitate effective and timely communication, both verbally and in writing.
- Manage multiple tasks concurrently while ensuring confidentiality at all levels.
- Collaborate efficiently with colleagues in a team-oriented setting.
- Work effectively under pressure while maintaining a keen attention to detail.
- Coordinate travel logistics and manage expense reporting.
- Utilize Outlook for scheduling internal and external meetings for executives.
- Oversee logistics for meetings and events, including preparation and printing of materials, scheduling, catering arrangements, and audiovisual setup.
- Provide high-level administrative support by conducting research, preparing reports, proactively managing executives' calendars, and organizing conference calls.
- Draft and format letters, memos, forms, labels, agendas, notices, reports, and other correspondence, ensuring accuracy and professionalism.
- Address inquiries, requests, or issues promptly or direct them to the appropriate person or department.
- Perform various administrative functions, including document management, obtaining signatures, maintaining filing systems, notarizing documents, ordering supplies, and processing invoices.
- Assist with special projects as required, such as distribution notices and reporting.
- This role necessitates in-person attendance five days a week.
SKILLS AND ATTRIBUTES:
- Self-motivated individual capable of independently managing tasks.
- Skilled in multitasking and meeting deadlines in a dynamic environment.
- Proficient in taking comprehensive notes and leveraging past training experiences.
- Proactive with a strong ability to anticipate needs.
- Exhibits professionalism, courtesy, and respect in all interactions.
- Detail-oriented with excellent organizational and workload management skills.
- Exceptional command of the English language, including spelling, grammar, punctuation, and vocabulary.
- Efficient in utilizing essential computer applications and hardware.
- Strong interpersonal skills that foster teamwork.
- Accurate in proofreading and editing documents.
- Capable of preparing clear and concise reports and written materials.
- Experienced in managing meetings effectively.
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