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Administrative Assistant

JOB SCOPE

The primary responsibility of this role is to manage the day-to-day administrative functions for two SVPs and the leadership team. Responsibilities may include screening calls, making travel and meeting arrangements, filing and data entry, supporting planning of team meetings & events. Requires strong organizational, computer and presentation software skills. Also calls for flexibility, general office support, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients.

JOB DESCRIPTION

Responsibilities include:

  • Relieve management of administrative detail across a variety of projects. 
  • Answer and screen calls, manage calendar, and process expense reports. 
  • Organize and maintain files on all projects and keep updated.
  • Arrange travel and all accommodations including detailed itineraries.
  • Completes expense reports with receipts provided and submits for payment.
  • Act as liaison with all internal and external clients/departments. 
  • Maintain Outlook Contacts by inputting contact information from business cards, emails and other hardcopy 2-3 times weekly.
  • Print emails and file on network drive. Download documents from the network drive to local drive for easy access by executive. Occasionally prints to hardcopy.
  • Track incoming consulting invoices and payment dates on Excel spreadsheet as backup to financial systems. Follow up to ensure prompt payment and resolve any discrepancies.
  • Create PowerPoint presentations.
  • Manage ad hoc special projects and support coordination of special events. 
  • Assist with internal communications with staff as well as clients. 
  • Coordinate meetings, conferences and client meetings as necessary. 
  • Procurement of office supplies as needed.
  • Support broader team members with ad hoc administrative and planning needs. 
  • Maintain a high degree of confidentiality and discretion in regards to all matters and documents.
  • Other duties as assigned.

QUALIFICATIONS:

  • Associates Degree and 3-5 years of experience supporting C Suite Executives or vice president level officers. Will consider an equivalent level of education and experience
  • Demonstrated ability to prioritize tasks effectively and satisfy the administrative needs of multiple executives.
  • Excellent attention to detail, proven analytical ability.
  • Strong communication skills with the ability to maintain successful business relationships and contacts. Must have good grammar, ability to write clearly and concisely, and able to communicate with professionalism.
  • Proven record of providing excellent customer service.
  • Strong organizational skills with ability to manage multiple project simultaneously.
  • Proficient using software programs such as  Microsoft Outlook, Word, Excel, and PowerPoint.
  • Regular attendance on site is an essential function of this position. Must be able to work consistently as scheduled during normal business hours. This position is not eligible for telecommuting.
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