Senior Administrative Specialist
3 weeks ago
Duration: 3 months to start, likely extensions
Hybrid Details: 3 days per week onsite in Chicago
Pay: $26- $29/hr W2
Job Description:
This organization is seeking a seasoned Administrative Specialist to provide comprehensive administrative support to the Vice President of Product Strategy.
In this role, you will support leaders of a dynamic, fast-paced team which is part of our technology business area. You will work with some of the most collaborative and ambitious Support Professionals in the business. At this organization , our support professionals are highly respected, and we are committed to investing in our administrative community by offering a unique approach to career development through skill development, knowledge expansion, networking, leadership development and professional growth. Our administrative professionals are the heart of our organization and are a part of an enterprise support team known as Administrative Services.
Summary:
In this role, you will provide administrative support to the Vice President of Product Strategy and two other Vice Presidents across several of the technology & strategy teams You will be accountable for challenging and complex assignments that require tact, independent judgment, and timely action. You will serve as the first point of contact between the executive and internal/external clients representing the company in a positive way, providing superior customer service while maintaining cooperative working relationships. You will play a critical role in ensuring the smooth operation of the department, supporting team projects and initiatives, and fostering a professional working environment within the company leading with the company's values to back you up.
- Calendar and Schedule Management: Proactively manage the day of the Executive(s), resolving conflicts, coordinating, anticipating, strategizing, and prioritizing to ensure an effective time management approach.
- Advanced Planning, Preparations & Research: Anticipate pre-meeting needs by conducting research and preparing materials to support the executive’s preparation. May involve coordinating prep calls, meetings, logistics coordination between leaders/teams, etc., and possibly creating or drafting materials if needed.
- Meeting Scheduling & Logistics: Coordinate in-person, hybrid, and virtual meeting arrangements with internal and external audiences including conference calls with Teams, Zoom, or WebEx.
- Travel Arrangements: Manage travel arrangements, ensuring obligations are strategically prioritized, and prepare, reconcile, and submit expense reports in a timely fashion.
- Expense Reporting: Prepare, reconcile, and submit expense reports in a timely fashion, and according to expense policies.
- Communications, Correspondence & Materials: Prepare, compose, and/or edit documents (agendas, minutes, notifications, etc.), communications, presentations, and other communication materials. Manage communications with third parties regarding scheduling needs and expectations.
- Meeting Facilitation: Collaborate with team leaders to plan and facilitate leadership and team meetings, including preparing materials, taking notes, and following up on action items.
- Efficiency Enhancement: Optimize day-to-day operations for Executive(s) and self, seeking to increase efficiency, and organization.
- Employee Engagement: Provide leadership in coordinating employee engagement activities within the department and within the enterprise Administrative Services group.
- Customer Relations: Develop positive rapport with internal and external customers and serve as a trusted sounding board to the Executive(s). Serve as liaison for other teams; resolves basic inquiries regarding department policies and activities. Collaborate with other assistants to facilitate communication and ensure efficient information flow within the business area and across the enterprise.
- Other / Special Projects: Provide project-based support to assigned function or area by managing and prioritizing tasks along with participating in special projects. May assist and coordinate some onboarding activities for department.
Qualifications:
- Relevant degree preferred.
- 2 or more years of relevant experience in a senior administrative support role required.
- Proficiency in Microsoft Word, Excel, and PowerPoint required.
- Strong project management skills to balance multiple priorities with attention to detail required.
- Sharp written and verbal communication skills.
- Professional, can-do attitude, approach, and presence.
- Strong organization skills and detail-orientation is necessary.
- Event planning coordination for small and large onsite and offsite meetings.
- Proven ability to use appropriate judgment when dealing with sensitive information.
- Must be self-directed and results oriented.
- Highly skilled at partnerships and collaboration, with a positive, customer service-oriented attitude.
- Willingness to travel.
- The ideal candidate will work at our corporate office located in DFW area.
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