SCOPE:
To allow a collective group of executives to focus on more advanced responsibilities, the Administrative Assistant will organize meetings, oversee routine and advanced duties for the benefit of multiple stakeholders, and work collaboratively to create and draft correspondence, prepare reports or documents, conduct internal and external research, and complete a range of duties including managing calendars, planning events and organizing schedules, coordinating travel, and prioritizing communications, and managing appointments for business and personal needs. Additional responsibilities include customer onboarding support project assistance, and presentation materials preparation.
QUALIFICATIONS:
- Associate or bachelor’s degree in business administration, communication, or equivalent experience.
- Experience working with multi-location teams or within a business campus environment.
- Proficient with reporting and data visualization tools (e.g., Excel (Pivot Tables), Power BI) for team reporting (data, analysis, numbers).
- Demonstrated experience managing multiple schedules and changing priorities across a dispersed team environment.
- Microsoft Office Suite (Outlook, PowerPoint, Word, Excel).
- Strong understanding of calendar and scheduling software.
- Exceptional verbal and written communication skills.
- High attention to detail with strong organizational skills.
- Proactive drive to anticipate and address challenges.
- Professional discretion with sensitive information.
- Time management skills with the ability to maintain attention to multiple priorities effectively with minimal oversight and mindfulness to scheduled delivery deadlines.
- Availability to adjust work hours on occasion to support urgent needs.
DUTIES AND RESPONSIBILITIES:
- Scheduling meetings, appointments, and travel.
- Supports daily office operations that may include greeting visitors, responding to phone or email inquiries for select managers.
- Drafting email and other business correspondence or documents; maintaining data integrity.
- Maintaining filing systems, contact databases, and employee lists.
- Ordering office supplies and food deliveries.
- Planning events and preparing meeting agendas.
- Creating presentations and reports and investigating inquiries from internal and external customers or prospects.
- Updating information in databases and spreadsheets as appropriate.
- Submitting personnel change forms and documentation via an internal HCM.
- Creating general workflow efficiencies and streamlining processes.
