Senior Administrative Assistant

• Support the function by actively managing administrative/project support and coordinating group travel arrangements (domestic and international)
• Provide day-to-day administrative support to the VP and ED within the function, including but not limited to complex calendar management, meeting scheduling and coordination, domestic and international travel arrangements and bookings
• Understand business priorities and proactively streamline administrative workflows under area of influence
• Organize and schedule meetings (e.g. townhalls, off-sites, cross-functional meetings) as needed for various groups, with a mindset of budget control and reception to feedback for future improvements
• Work with vendors and the procurement team on vendor onboarding, purchase requisitions and orders, and invoice and payment follow-up for services supporting the function
• Process expense reports and reconcile corporate credit card charges as requested and in line with company policies
• Coordinate and send communications on behalf of the executive, and maintain various records and documents
• Ensure and maintain confidentiality of all appropriate communications and documentation
• Schedule and coordinate candidate phone, video, and in-office interviews; arrange travel accommodations for out-of-state candidates
• Responsible for coordinating onboarding process and plan for new employees, including coordinating equipment setup with GTS/WPS and arranging meetings aligned with onboarding plan
• Responsible for greeting and coordinating orientation to new employees
• Build and maintain internal cross-functional relationships
• Provide general support to visitors
• Participate actively in the planning and execution of company events when needed; coordinate catering for different meetings and events in/out of the office
• Be flexible to take on other emerging assignments as assigned when necessary

Qualifications

• Minimum of 5+ years’ experience assisting high level leaders; multiple disciplines a plus
• Extensive experience in efficient multi-tasking between business partners and priorities
• Ability to independently work in an ambiguous yet fast-paced environment
• Ability to work independently in a fast-paced environment with constantly changing priorities
• Strong organizational and communication skills, team-oriented philosophy, and problem-solving skills
• Demonstrated ability to relate well with all levels of management and peers
• A positive can-do attitude

Computer Skills

High level of proficiency with Microsoft Office, Outlook, Concur, Zoom, and MS Teams

Education Required

Bachelor’s degree