Administrative Assistant

Essential Duties and Responsibilities:

• Manage complex and ever-changing stakeholders’ schedules

• Coordinate intricate domestic and international travel

• Facilitate domestic and international client and internal meetings

• Monitor and respond in a timely manner to high volume of correspondence

• Compose meeting notes/minutes as needed, while maintaining confidentiality

• Manage competing priorities and work with teams to resolve issues

• Manage contacts database, expense reports, and other general administrative tasks, i.e., mailing, PO processing, faxing, copying, binding materials etc.

• Screen phone calls and direct them as appropriate

• Liaise with IT to make sure executives have proper working equipment, such as laptops, mobile phones and other external hardware

• Heavy networking with other administrative assistants to better understand schedules and priorities

• Perform administrative functions such as record keeping, report writing, composing correspondence and establishing procedures for orderly operations

• Coordinates and plans team events and offsites

Here’s what you’ll bring to the team:

• At least 3 years’ experience in a business environment handling administrative responsibilities; 1-2 years’ experience as Administrative Assistant preferred

• Proficiency in MS Office Suite (Excel, PowerPoint)

• Proficiency in Concur software for financial business needs

• Must manage confidential information with the highest sense of discretion

• Must possess excellent verbal and written communication skills

• Flexibility to be available 24/7

• Provides the highest level of initiative and follow-through

• Excellent interpersonal, communication, and organizational skills

• High level of skill in both oral and written communication and the ability to effectively present ideas and information

• Works autonomously and performs all responsibilities with discretion, self-guided judgment, a positive attitude, tact, and poise

• Follows directions with minimal supervision

• Maintains accuracy and attention to detail

• Able to manage multiple priorities while meeting deadlines

• Professional, calm composure with sense of humor

• Ability to respond effectively to clients, employees and administration and handle sensitive and/or confidential communications

• Able to provide or suggest solutions to problems

• Acts as a trusted partner to business stakeholders, displaying the highest levels of integrity