1749 Administrative Assistant

Duties:
Calendar management for various Director’s and Executive Director’s & Scheduling meetings/rooms for meetings with multiple stakeholders across functions. Resolving calendar conflicts.
Coordinating logistics for team staff meetings: Preparing the agenda by working with the Director to determine topics, communicating with presenters to confirm/remind them of their presentations. Sending out agenda to meeting participants. Taking minutes might be needed on an ad hoc basis.
Helping with coordination of logistics for department meetings & (food orders/location prep when applicable).
Coordination of catering on-site for critical lunch meetings, when appropriate and approved by manager.
Coordinating travel for manager, including flight, hotel, car, and any other logistics.
Coordinating domestic and international travel for manager.
Concur travel and expense experience is preferred this will entail preparing expense reports and travel planning.
Coordinating, compiling, and editing various material upon request.
Resolving IT issues and ordering equipment upon request.
Maintaining department email distribution list when new employees join or employees move roles. Assisting with miscellaneous administrative requests from team-members.

Skills:
A proven ability to perform at an Administrative Assistant /Executive Coordinator level.
Quick learner and self-starter capabilities — able to work proactively and independently on tasks.
Strong calendaring skills and catering/meeting planner capabilities.
Strong communication skills on all levels with internal leaders, employees, and outside vendors. Responsiveness to deadlines, strong attention to detail, and able to prioritize multiple tasks.
A high level of professionalism with strong influencing skills and ability to anticipate situations or issues that may arise in the near future.
Independent judgment and discretion with sensitive/confidential and proprietary information.
A can-do attitude, ability to be flexible and adaptable.
Ability to receive and act on ad-hoc requests.
Ability to think creatively and strategically.
A team-oriented work style.
An openness to periodically responding to requests outside of normal business hours.

Education:
Bachelor’s Degree preferred
A minimum of 3-5 years of administrative support to Director’s, Senior Director’s and VP’s and office administration.
Strong PC computer skills with proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Concur expense reporting.
PLEASE NOTE: Our client has mandated COVID-19 vaccination for their workforce, all external personnel providing services to our client are required to comply with this requirement.

Compensation Range: $27 – $38.75/hr