Responsibilities

• Provides both routine & non-routine administrative support to management, work team and department, handling high volume of competing administrative task requests that require appropriate urgency/prioritization to complete with limited degree of supervision

• Manage executives' calendars, including agendas, email, calls, travel arrangements, client management, and other company logistics

• Coordinate complex meeting scheduling and extensive calendar management, as well as management of content and flow of information to senior executives

• Process executives' expense reports and assist with daily executive office team coverage

• Proficient in creating effective presentations within Excel and PowerPoint

• Reviews and edits departmental documents for grammar, style and formatting

• Plans, schedules and coordinates departmental on-site meetings and events

• Represents head of department and department staff to internal and external clients regularly interacting to coordinate business needs.

• Organizing, reviewing, and reconciling invoices, ensuring that all items are invoiced and paid on time

• Ensures the accurate filing and tracking of all departmental documentation, including memos, correspondence, presentations and reports

• Maintain accruals and purchase orders

• Initiates and continuously improves administrative procedures for department

• Serve as primary support for other business units, and assisting with projects as assigned

• May serve as backup to other Executive Admin support team members

Minimum Requirements

• B.A. (or equivalent degree) and 5+ years of relevant work experience in an administrative role working directly with senior executives or in a project management role.

• Strong communication skills, verbal and written.

• Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business

• Experience working with senior level executives, locally and globally

• Requires in-depth knowledge of company operations, policies, and procedures

• Personable with all levels, flexible and adaptable to last minute change

• Excellent organizational skills, ability to prioritize, and comfortable working independently

• Intermediate to advanced knowledge of Microsoft Office Suite (i.e. PowerPoint, Word, Excel, and shared collaborative tools such as Sharepoint and/or OneDrive for Office 365)

• Comfort in learning new technologies and becoming proficient in desktop systems/internal software necessary to successfully perform assigned tasks. May be asked to become departmental "expert" and/or "trainer" in specified software platforms.

• Demonstrates understanding of company policies and procedures and their application/impact on company operations and success.

Preferred Skills

• Strong interpersonal skills, with ability to balance work independently.

• A big-picture thinker and holistic problem solver with ability to approach challenges with creativity and open-mindedness. Strong analytical skills, adaptability, and foresight in recognizing opportunities to come up with innovative solutions.

• Polished, professional and service-oriented demeanor at all times.

• Flexibility to take on a wide range of responsibilities to support assigned management/department with strong ability to establish workflow priority based on assessment of tasks and consideration of interdepartmental needs.

• Comfort functioning in a role that requires a high degree of flexibility with the ability to independently interpret policies and solve non-routine, complex issues under minimal supervision (balanced with willingness to request clarification/assistance when difficulties arise.)

• Aptitude for working in collaborative team environments with a focus on maturity, proactive communication, relationship building skills and resiliency.

• Curiosity and proactive learning mindset to support continuous growth both personally and for the business.

• A "Self-starter" mindset that takes initiative to continuously improve processes for ongoing effectiveness of the department and company as a whole and a willingness to act as an informal resource for colleagues with less experience.

• Solutions-oriented approach to departmental/company challenges with the ability to identify/analyze scope of challenge, determine approach, compile data and prepare reports and positive-change recommendations.