Administrative Assistant

Job Description

• Manages executive calendars, schedules and appointments to ensure the effective and productive use of their time. Arranges complex and detailed travel plans and itineraries for both domestic and international travel, and coordinates and compiles documents for travel-related meetings.
• Provides logistics support for events, meetings and conferences by arranging facilities and caterers, developing event timetables, controlling event budgets, providing administrative support and on-site coordination with venue, and posts event follow up.
• Performs administrative functions including preparing confidential correspondence, memos, documents and presentations. Screens incoming calls and correspondence for executives and responds appropriately. Coordinates communications, schedules, and information for the team.
• Reconciles and prepares expense reports and credit card invoices for approval and processing. Keeps the team updated on travel and corporate policies.
• Maintains spreadsheets, confidential files and data systems as needed or requested. Organizes and maintains online document libraries.
• Performs other duties as assigned.

• Problem solving: Identifies and resolves problems in a timely manner, gathers and reviews information appropriately. Uses own judgment and acts independently; seeks input from other team members as appropriate for complex or sensitive situations.
• Oral/written communication: Listens carefully and speaks clearly and professionally in all situations. Edits work for accuracy and clarity, is able to create, read and interpret complex written information. Ability to develop strong interpersonal networks within the organization.
• Planning/organizing: Prioritizes and plans work activities, organizes personal and project timelines and deadlines, tracks project timelines and deadlines, and uses time efficiently.
• Adaptability: Adapts to changes in the work environment, manages competing demands and is able to deal with frequent interruptions, changes, delays, or unexpected events.
• Dependability: Consistently on time and at work, responds to management expectations and solicits feedback to improve performance.
• Team Building: Capable of developing strong interpersonal networks and trust within the organization, setting expectations and requirements and achieving accountability of supervised personnel. Leads consensus by involving all stakeholders, facilitating their understanding of differences, agreeing on requirements and constraints, and developing the best solution.

• Education: A minimum of an Associate’s degree required; Bachelor’s degree preferred.
• Experience: A minimum of five years of full-time, directly applicable experience is required, with executive office experience highly preferred. Must have advanced knowledge of Microsoft Word, Excel and PowerPoint. A good understanding of SharePoint and Social Media tools is desired. Must have demonstrated experience in managing calendars for meetings and events using either phone or video. Experience working with executives in technical fields is highly preferred.

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