Sr Administrative Assistant

Roles & Responsibilities

Calendar Management

• Full calendar management (calendar owner), includes scheduling all meetings (internal/external), resolving conflicts, accepts meetings, maintains and manages executives' calendar to be current and up to date
• Schedule meetings, appointments and travel worldwide
• Collects and provides prep in advance for exec which includes agendas, objectives, reports and materials
• Collect/produce reports as needed by VPs

Meetings/Events/Offsites Management

• Coordinate meetings, events, and off-sites including but not limited to: Assist in the planning process as requested – agenda prep and dissemination, Zoom set-up, scheduling, etc.
• Preps/provides exec with consistent meeting reminders and details for each meeting
• Attend exec leadership meetings – assist/runs meeting agenda, takes action items, meeting notes, and meeting timekeeper
• Ensure meeting room and Zoom are set up as planned prior to meeting, ensure IT/Equipment fit meeting requirements, assisting with start of meeting includes turning on equipment, starting Zoom/conference call connection, ensuring participants are in attendance
• Arranging all hands meetings
• Order food, secure locations and set up, secure equipment resources needed, coordinate hotel and transportation services
• Facilitate transitions between contacts and greet guests as appropriate
• Maintaining meeting minutes and action items follow up lists

Relationship building and Communication

• Develop a solid understanding of the complex, global environment and be able to credibly interact with individuals inside and outside of the company
• Screen email correspondence, mail and telephone calls; review, route and respond to inquiries as appropriate
• Understand executive and senior leadership communication preferences
• Integrate with the IT organization, be part of the team, know everyone's name
• Build awareness of IT operations, key leadership roles to better support executive schedules, priorities, etc.
• Build trusted relationships with entire Executive Admin team and be an integral member of the community, ensuring effective collaboration and cross functional scheduling and logistics are coordinated

Travel Management

• Full travel management/planning including research options and book flights, car, hotel, passport/visa(s), entertainment/dinners and ensure all itineraries and details are added to exec calendars/schedules

Other Responsibilities as Assigned

• Manage highly confidential and sensitive information with integrity and professionalism
• Complete expense reports and/or check requests, process invoices
• Review Purchase Orders and track project expenses
• Faxing, copying, FedEx, filing, order supplies, print/collate/binder, Coordinate with IT on printer/copier maintenance and paper supplies
• Arrange for signatures, notaries, vendor background checks as necessary
• Maintain distribution lists
• Create and maintain org charts
• Assist with passport and visas as needed
• Support recruiters with interview schedules
• Manage vacation schedules
• Order office supplies/equipment for org where needed
• Candidate interviews/travel if needed
• Special projects (Prepares PowerPoints, Reports, Research, Analytics etc.)
• Backfill other IT exec admins as needed