JOB SUMMARY
Provides administrative support to Vice Presidents, and other leaders. Manages complex calendars, travel arrangements, meetings and appointments; performs front desk and office support responsibilities; and maintains the highest level of professionalism, discretion, and confidentiality.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Manage and control complex calendars for up to 3 Vice Presidents, balancing competing priorities and ensuring optimal use of executive time.
- Anticipate scheduling conflicts and proactively recommend solutions aligned with business priorities and executive objectives.
- Coordinate meeting logistics, including facilities, technology, catering, visitor access, materials, and post-meeting follow-up.
- Lead administrative projects and special assignments independently, ensuring timelines, deliverables, and stakeholder communications remain on track.
- Arrange travel plans, itineraries, and expense reporting for supported leaders.
- Serve as a professional liaison between executives, employees, customers, vendors, and external business partners.
- Coordinate administrative coverage and support continuity during vacations, leaves, and business travel.
- Identify and implement improvements to administrative processes, workflows, and office efficiencies.
- Maintain highly confidential information related to executive schedules, personnel matters, business strategy, and organizational initiatives.
- Support front desk operations, including visitor reception, telephone coverage, mail distribution, and office administration as needed.
- Organize and maintain departmental records, files, and key business documents.
- Prioritize multiple high-impact assignments in a fast-paced environment while exercising sound judgment and discretion.
- Manage assigning badges.
- May perform other duties and responsibilities as assigned.
MANAGEMENT & SUPERVISORY RESPONSIBILTIES
- Typically reports to Management. Direct supervisor job title(s) typically include: Manager
- Job is not directly responsible for direct report (e.g., hiring/termination and/or pay decisions, performance management)
JOB QUALIFICATIONS: Education & Experience Requirements
- Bachelor's degree in business related field or related commensurate experience.
- 5-7 years of administrative support experience
- Possess math skills sufficient to perform required duties
- Advanced organizational and project management skills.
- Strong business judgment and decision-making abilities.
- Ability to work independently with minimal supervision.
- Proficiency in Microsoft Office Suite, Teams, Outlook, PowerPoint, and reporting tools.
- Strong interpersonal skills with the ability to influence and collaborate across all organizational levels.
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Ability to handle highly confidential and sensitive information with discretion.
- Or an equivalent combination of education, training or experience
JOB QUALIFICATIONS: Essential Skills, Abilities and Example Behavior(s)
- PRESENT SKILLFULLY: Able to prepare and deliver clear, effective, and professional presentations
- QUESTION: Able to use effective fact-finding techniques to discover all relevant information; Able to ask questions that are not leading or biased; Able to challenge assumptions
- BE STRAIGHT-FORWARD: Able to communicate directly (to-the-point) and rely on fact-based positions; Able to avoid the use of ambiguous language or statements that contain hidden or double meanings; Able to avoid being deceptive
- NEGOTIATE: Able to apply effective questioning and listening techniques to determine each party''s position; Able to look for common ground and build on areas of agreement to reach win-win outcomes; Able to ensure the agreed-upon alternatives have the support of all parties involved
- SELL: Able to identify the needs of internal and external customers through effective questioning and listening techniques; Able to apply technical / professional knowledge, interpersonal and sales skills to obtain customers'' commitment to ideas, services or products
- ACT WITH INTEGRITY: Able to demonstrate uncompromising adherence to ethical principles; Able to demonstrate honesty in all actions; Able to admit and correct mistakes promptly; Able to assume full responsibility and accountability for own actions
- ADAPT: Able to maintain effectiveness by changing personal behavior and work routines / habits in response to new circumstances and requirements
- TAKE INITIATIVE: Able to exhibit tendencies to be self-starting and not wait for signals; Able to be proactive and demonstrate readiness and ability to initiate action; Able to take action beyond what is required and volunteers to take on new assignments; Able to complete assignments independently without constant supervision
- DEVELOP SELF: Able to accurately assess own strengths and development needs; Able to strive to improve those areas identified as needing development; Able to seek opportunity for development through the job, special assignments, training, or external activities
- BE PERSONALLY PRODUCTIVE: Able to use own time efficiently and avoid wasting time; Able to organize work with realistic priorities for self and others; Able to demonstrate stamina to sustain effort over a period of time; Able to set high but realistic standards for self; Able to produce a high volume of work; Able to balance personal and work commitments to maintain "personal best" conditions
- BE PROFESSIONAL: Able to project a positive, professional image with both internal and external business contacts; Able to create a positive first impression; Able to gain respect and trust of others through personal image and demeanor
- DELIVER QUALITY RESULTS: Able to deliver top quality service to all customers (internal and external); Able to ensure all details are covered and adhere to company policies; Able to strive to do things right the first time; Able to meet agreed-upon commitments or advises customer when deadlines are jeopardized; Able to define high standards for quality and evaluate products, services, and own performance against those standards
- BE ANALYTICAL: Able to effectively gather all relevant information; Able to identify key issues; Able to qualitatively and / or quantitatively process data; Able to identify relationships, draw logical conclusions and interpret results for use in decision-making
- BE A QUICK STUDY: Able to quickly learn and apply new information, skills and processes; Able to build on current knowledge and skills; Able to gather information from the appropriate resources to develop and execute plans when entering new situations
- BE INNOVATIVE / CREATIVE: Able to examine the status quo and consistently look for better ways of doing things; Able to recommend changes based on analyzed needs; Able to develop proper solutions and identify opportunities