Administrative Assistant

Position Summary

The Administrative Assistant provides support to the Executive Assistant in handling signature requests and filing, making travel arrangements, preparing expense reports, scheduling meetings, and handling other administrative tasks including managing calendars and drafting correspondence. The Administrative Assistant must have a professional demeanor and will interact with high level internal and external contacts.

Essential Duties & Responsibilities

• Provide administrative support to the Executive team and their staff, as requested and handle signature requests and document filing from all departments for them.
• Manage purchase orders and payment of invoices at the direction of Executive team
• Use various systems (e.g. Concur) to schedule complex domestic and international travel and prepare expense reports for the Executive team
• Schedule internal and external meetings, luncheons, conference calls, and presentations. Handle all details including coordinating IT equipment, reserving meeting rooms, catering, etc.
• Manage Outlook calendar and schedule for the Executive team
• Draft, type, and edit correspondences, reports, memos, and other forms of internal and external records and communications, while maintaining a high level of confidentiality
• Gather information and run reports as necessary
• Requires significant discretion as this role will have access to Company confidential information, files, and records
• Work on special projects as assigned

Knowledge & Skills

• Exceptional interpersonal skills; professional demeanor and attitude
• Strong organizational skills
• High level of attention to detail
• Excellent verbal and written communication skills
• Ability to prioritize key business objectives and respond quickly to changing priorities
• Ability to work independently with minimal daily instruction
• Able to multitask and work in a fast-paced environment
• Proficient in Excel, Word and Outlook

Minimum Qualifications, Education & Experience

• Must be at least 18 years of age
• High School diploma: Bachelor's degree from an accredited college or university is preferred
• Minimum three years of experience supporting an Executive team
• Previous experience using Concur, or other system for travel and expenses, is preferred

Work Environment

• This is largely a sedentary role.
• This job operates in a professional office environment and routinely uses standard office equipment.
• Typically requires travel less than 5% of the time