Administrative Assistant 3

• Calendar management (Outlook)
• Event planning experience
• Expense reporting familiarity (Coupa, Concur)
• Prior experience (HM wants to prioritize alumni first; will pivot to other candidates only if needed)

• Detail oriented
• Effective communication
• Ability to work across multiple managers
• Organized

• Client, Inc. is in perpetual motion.
• Administrative employees help  teams around the world keep up with the company's rapid pace. They act as liaisons embedded in business functions and geographies.
• Their talents — problem solving, organization, time management and more — help fuel the success of their leaders and their teams.
• Community of administrative assistants embody professionalism, resilience, agility, emotional intelligence and exemplify the best of  culture modeling core values to leaders, teammates, and guests.

• Sr Director, HR Learning and Development
• Sr Director, Talent Acquisition, Executive Search & Talent Insights
• Possibly 1 additional Sr Director in the HR Talent & Organizational Development Org

• We're looking for a Senior Administrative Assistant who has a proven ability to work in a fast-paced, results-oriented environment. You have a high learning agility, strong organization skills and high attention to detail.  Having strong communication and time management skills, you are able to prioritize across multiple tasks, set expectations across a variety of stakeholders and take initiative to follow-through on requests through completion.  You can work independently or as part of a team and know how to adapt your style to most efficiently and effectively support the leaders and businesses you are lined up against.

• Bachelor's degree in business or related field. Will accept any suitable combination of education, experience and training
• Minimum of 5 years of administrative work experience required
• Ability to work and communicate effectively with a variety of personalities including senior level executives
• Proven ability to work effectively in a fast-paced, results-oriented, team environment with times of high ambiguity
• Proven ability to organize, prioritize and appropriately handle highly confidential and sensitive information
• Ability to work independently and take initiative to follow-through on requests until completion with a high attention to detail
• Previous experience working with and tracking budgets is strongly preferred
• Proficiency in Microsoft Office Suite (MS Outlook, PowerPoint, Word and Excel) and virtual meeting tools (Zoom / MS Teams). Experience with Keynote a plus, not required. Experience with AI tools like Chat GPT or Microsoft Copilot a plus, not required.
• Previous Client work experience is a plus
• Ability to occasionally work outside of core business hours

• You'll perform a wide range of administrative duties for a diverse team of people and/or leaders with a variety of management styles.  These duties will include but not limited to the following:
• Complex Calendar Management: Scheduling appointments, meetings, and conferences for the leaders you support, managing conflicts and coordinating with other teammates and leaders as required
• Booking Travel Arrangements: Booking flights, accommodations, and transportation for leaders you support, including managing itineraries and necessary documentation.
• Planning Meetings and Events: Securing event space as necessary and handling any budgeting, catering, agenda planning, scheduling, reminders, and working with external parties as needed. 
• Preparing Expense Reports, tracking budgets and purchase orders: Preparing expense reports, tracking budgets, and processing invoices or purchase orders for vendors as required.
• Document Preparation & Organization: Producing, editing and reformatting documents and email correspondence.  This could include but will not be limited to updating organizational charts, creating high quality graphic and text PowerPoint or Keynote presentations, and/or team session agendas/work session run of shows.
• Communications – Under the leader's direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval.  May manage distribution lists and send communications on the leader's behalf. 
• Coordinate Team Space Planning, Workspace and/or Equipment Moves: Partner with the appropriate stakeholders to organize individual or departmental moves
• Budget Tracking: may assist leader with tracking of expenses
• POs: create purchase orders
• Special Projects: Assisting with project planning, tracking progress, and ensuring deadlines are met as needed by the team and/or leader you support
• Team & Culture Building: You will have the opportunity to work with the leader you support to help the team build connections to each other, their leader, the environment and Client through a variety of ways – staff meetings, team building activities, offsites and the physical workspace they come to day-in and day-out.
• Support team plans, projects, activations or other deliverables as needed
• Serve as the main point of contact for administrative questions from the team
• Provide coverage for other leaders where temporary administrative needs exists

Jaffer.s@sunrisesys.com