Admin Assistant

• Calendaring, Scheduling & Meeting Logistics: Manage & prioritize calendar. Arrange ongoing/recurring as well as ad hoc meetings & conference calls. Schedule conference rooms, and set up audio-visual or online meeting tools and events. Coordinate & ensure meeting logistics are in place. Reschedule appointments. May greet and escort parties to scheduled meetings.
• Written & Oral Correspondence: Compose, proofread, edit & format written correspondence, agendas, and documents for signature. Assist with phones, phone screening, oral contacts & communications, and take phone messages. Utilize polished professionalism and communication skills while serving as a liaison on behalf of the leader or department. (Note: The balance of internal vs. external contacts, as well as the type of contact will vary by leader supported). May monitor, sort, and prioritize emails for the leader, and use discretion and business judgment to respond directly or to forward to team members for response.
• Refer / Delegate / Track Questions, Actions & Issues: Refer or delegate business issues or questions to others for resolution on behalf of the leader or team. Follow up to ensure issue or question status & resolution. Track action items using a follow-up system, tool, or process, and communicate and report on status.
• Documentation, Records Management & Filing: Prepare or assist in preparing documents, reports, presentations, meeting materials, and documents for signature. Prepare copies, and arrange materials. Process, and distribute mail.
• May assist or coordinate maintaining information on the intranet site. Maintain a records management system, including an efficient filing system, and document storage.
• Coordinate Travel & Events: Handle all travel-related aspects for individuals and groups. Arranging conference facilities, and catering. Managing logistics for travel, group, and events arrangements. Create detailed itineraries.
• Audit/monitor for adherence to corporate travel guidelines.
• Office Supplies & Equipment Ordering: Order & maintain an inventory of items required. Order new equipment or schedule, service/maintenance. Order supplies.
• Prepare Invoices, Purchase Orders, Expense Reports, and Budgets: Assist with processing of invoices, purchase orders/requisitions & expense reports. Manage commercial card usage and reconciliation of statements. May monitor department budgets, and costs. May monitor adherence to expense report policy. This may include credit card administration. May maintain subscriptions, and memberships. May process check & wire transfer requests. May prepare and distribute invoices, and request payment.
• HR, Safety, Compliance Training, Building & Asset Related Tasks: Handle HR-related administrative tasks including time reporting, pay planning, performance improvement plans, performance management, organization change requests, pay change requests, rewards and recognition forms, organization chart updates, and emergency lists. Order LAN ID and assets for new hires. Monitor & track staff participation in required training, reading, or action including safety and compliance. Complete building services requests. May coordinate office space planning. Handle all aspects of new employee onboarding.
• Create Presentations: Create, assemble, modify, and proofread presentations, spreadsheets, and reports.
• Create Reports & Track Metrics: Manage data, metrics tracking and reporting, report creation and execution.
• Backup Other Administrative Assistants: Backup and support to other Executive Assistants as required.
• Reports to and assists Directors: Understands and supports the single complex company-wide function or the complex multiple business functions reporting to the Directors
• Travel and event planning: arrangements are often for multiple employees, with logistical complexities that may include coordinated ground transportation, conferencing facilities, and equipment.
• Meeting or conference management: arrangements on occasion include hotel or other conference facilities for large groups, with logistical complexities that may include coordinating and planning for multiple speakers and site-related logistics and preparation.
• Schedule meetings for internal groups of employees. Resolve some competing priorities and scheduling conflicts by evaluating and judging business needs and priorities, working with other Executive and Sr. Executive Assistants as well as with business leaders, others across the company, and outside agencies.
• Often works proactively, anticipating needs, and coordinating additional administrative support.
• Expense Management: Monitor expenses for adherence to company policies and procedures, and create and submit expense reports.
• Space Planning: May be involved in space planning, business office equipment evaluation, and procurement.
• Other administrative duties as assigned

Qualifications: Minimum:

• High School or GED-General Educational Development-GED Diploma
• Administrative experience, 4 years

Desired:

• Associate degree or equivalent experience
• Experience in supporting director-level leader or above, 1 year