Administration Coordinator

Found in: Talent US C2 - 2 weeks ago

Gaithersburg, United States Artech LLC Full time
Administrative Coordinator Gaithersburg, MD
Hybrid position, 60% onsite
Responsibilities/Duties
  • Provide 1:1 administrative support at a senior level; to include sophisticated and complex calendar management, domestic and international travel bookings, expenses management.
  • Independently and pro-actively resolve issues and challenges relating to administrative requests and calendar conflicts.
  • Facilitates smooth communications between executive and other internal and external collaborators.
  • Lead the practical arrangements and contribute to the preparations of internal and external meetings and team engagements.
  • Manage logistics (project team calendar, scheduling, room bookings, meeting minutes, agendas, action logs, forward agendas, distribution lists)
  • Lead and coordinate logistics relating to virtual and face to face meetings.
  • Information management for team access (SharePoint management, storing of minutes, presentations, file structure) training teams on usage and making process improvements.
  • Provide specialist project administrative support to leaders and department, as required.
  • Effectively lead special projects and other duties as assigned.

Work collaboratively with our BPO to deliver initiatives that create engagement & wellbeing for the team.
Participate in and contribute to knowledge sharing and training.
Participate in and contribute to administrative continuous improvement activities.
Provide guidance/coaching and mentoring to colleagues where required.
Support and contribute to creating a high performing team, facilitating good cross-team collaboration.

Desired Competencies:
  • Advanced proficiency in Client Office Suite, including extensive calendar management in Outlook and data management in Excel.
  • Demonstrated proficiency with a variety of virtual meeting technologies, information management software, and Client products.
  • Customer Focus: Dedicated to meeting the expectations and requirements of internal and external customers.
  • Process Management: Refining processes vital to delivering strategic priorities; knows how to organize people and activities; understands how to separate and combine tasks into efficient workflow; can see opportunities for harmony and integration; can simplify complex processes; and efficiently utilizes available resources.
  • Time Management: Uses their time effectively; values time; independently prioritizes competing deadlines to focus energies on business-critical tasks; can attend to a broader range of activities.
  • Written Communications: Able to write clearly and succinctly in a variety of communication settings and styles.
Essential Requirements:
  • 5+ years of experience in an administrative role supporting complex projects
  • High School Diploma required, Bachelor Degree preferred
  • Extensive calendar management using Client Outlook
  • Prior experience supporting multiple functional leaders
  • Excellent verbal and written communication skills
  • Impeccable professionalism with strong business acumen and organizationally savvy with sensitivity to highly confidential information
  • Proactive approach with the ability to manage and prioritize multiple requests simultaneously and effectively
  • Demonstrate attention to detail, working to consistently deliver to a high standard
  • Strong organizational, forward-planning and stakeholder management skills
  • Solid relationship-building skills to develop networks both within the company and externally
  • Track record of handling and resolving challenges quickly and efficiently, with flexibility to adapt to changing situations
  • Demonstrated ability to effectively work in a global environment balancing competing priorities.
  • Able to prioritize time sensitive assignments.
  • Should be able to work autonomously, and at the same time, collaborate effectively with other members of the administrative support team.
  • Able to demonstrate tact, persuasion and/or negotiation and maintain confidentiality with executives and employees at all levels.

Please E-MAIL your resume (attachment to email) with rate and availability to Bridget: bridget@alphaconsulting.com

ALPHA'S REQUIREMENT #24-11224
MUST BE ELIGIBLE TO WORK IN THE U.S. AS AN HOURLY W2 EMPLOYEE

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