Administrative Assistant

Long term contract opportunity for experienced Administrative/Executive Assistant for  a large  company. To 18.19 per hour!

Administrative Assistant for Development Project Management:

Calendar & Meeting Management:  Schedule meetings and maintain schedules by balancing conflicting priorities.  Order catering and AV equipment as needed. Secure conference rooms and ensure room is ready, AV equipment is up and running, agendas are available, etc. before meeting is to begin.   Follow up as needed with conflicts, agenda, commuting and attendance.  Manage weekly and monthly meetings.

Financial:   Ensure actuals are downloaded by the 10th day of every month.  Manage the process of posting and tracking LBEs by the 10th workday of each month.  Pull individual travel tracking reports where appropriate/necessary.

Clerical Support: Plan work schedule with little or no guidance. Effectively handle a heavy workload and distractions. Support and assist projects that arise, e.g., corporate initiatives and employee appreciation meetings. 

Travel:  Make travel arrangements, prepare itineraries, process visas and maintain passports.  Effectively deal with last-minute changes in itinerary.    Assist visiting affiliates staff with travel plans and scheduling meetings.

Office Management:  Prepare expense reports for DPM staff.  Sort and open mail; process FedEx requests; schedule/oversee employee relocations and scheduling for international visitors. Order department supplies through Staples/Mercury.

Key Meeting Support: Maintain and organize two binders for Development VP’s extended staff meetings.  Ensure all presentations are printed and available by date of meeting every month.

• MUST HAVE current or very recent Executive or Administrative Assistant experience as a job title.