About the Role:
Typically supports sr. leaders (typically VPs) reporting to executive officers. Provides advanced analytical and specialized administrative support to relieve and assist sr. leaders, administrative, line and staff managers. Handles special projects, execute research and data analysis tasks. Analyzes problems, determines approach, compiles and analyzes data and prepares reports and recommendations. Coordinates activities between departments and outside parties. Contacts company employees at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature. Assignments may be in various functional areas.
Your Contributions (include, but are not limited to):
- Leads and is accountable for advanced administrative work/projects supporting operations and/or other functions (but not limited to) such as compiling reports, analysis of data, budget tracking, and/or creating presentations
- Assist in special projects and initiatives, such as organizing events, coordinating team activities, and conducting research as requested
- Liaise with external vendors and suppliers, including securing contracts and managing service agreements, processing of contracts via contract management and purchasing systems, and ensuring invoicing/billing is paid on time
- Anticipates needs of sr. leaders and proactively plans, implements, and executes daily tasks
- Maintains calendars, schedules meetings, sends Outlook calendar appointments, reserves conference rooms, and coordinates logistics for meetings, including audio/visual needs, agendas, presentations, and food and beverage catering
- Compiles expense receipts, and completes and submits reports for expense reimbursements and credit card charge processing/validation to the accounting department
- Answers phones and greets visitors
- Issues loaner badges and visitor badges
- Handles the distribution of incoming, outgoing, and interoffice mail between multiple buildings and floors
- Responsible for mail room set up/ maintenance
- Orders, stocks, and tracks office supplies in the workrooms (including copy paper)
- Various clerical projects, as needed, such as (but not limited to) filing, tracking, mail/package distribution, and special visitors
- Coordinates domestic and/or travel arrangements
- Other duties as assigned
Requirements:
- High School Diploma / Associates degree AND 4+ years of administrative support experience, with a strong track record of supporting sr. leaders/executives
- Applies relevant skills and substantial understanding in a range of processes, procedures and systems to carry out assignments
- Developing specialized skills through job-related training and on-the-job experience
- Exceptional organizational and time-management skills
- Strong communication and interpersonal skills
- Discretion and ability to handle confidential information
- Detail-oriented with a high level of accuracy
- Ability to work independently and prioritize tasks effectively
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
