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Contractor - Administrative Assistant to CTO

IMCS Group Inc

Malvern, PA

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JOB DETAILS
SKILLS
Administrative Skills, Calendar Management, Conference Management, Detail Oriented, Email Management/Administration, Enterprise Architecture, Event Management, Executive Assistant Skills , Expense Management, Expense Reports, Interpersonal Skills, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Multitasking, Organizational Skills, Problem Solving Skills, Time Management, Travel Planning, Willing to Travel
LOCATION
Malvern, PA
POSTED
13 days ago
Administrative Associate: Enterprise Data Architecture, CTO

Are you ready to be the backbone of our dynamic team? As an Administrative Associate, you'll play a crucial role in ensuring our operations run smoothly and efficiently, anticipating needs and proactively solving problems. Here's what you'll be doing:

Key Responsibilities

Calendar Management: Maintain a complex and ever-changing calendar, proactively rearranging and rescheduling meetings based on priorities and across multiple time-zones.
Event Coordination: Organize and coordinate events, including full-day and multi-day on-sites and offsites.
Expense Management: Manage expense reports and order/inventory department office supplies as needed.
Communication: Maintain department distribution lists and provide accurate, complete, and timely management of phone and email messages.
Meeting Preparation: Review schedules and ensure the person you are supporting is prepared, coordinating all appropriate team members/attendees with required materials.
Professional Representation: Represent the department with a consistent and high level of professionalism, interacting with senior leaders and vendors with ease.
Client Identification: Quickly identify clients, their affiliates, and their emails appropriately.
Travel Coordination: Maintain travel arrangements, including global and international travel, supplying required documents and assisting with needed materials (vaccinations, etc.). This leader frequently travels across time-zones.
Conference Room Management: Own executive conference room requests, rearranging and helping other parties identify alternate conference spaces.
Special Projects: Participate in special projects and perform other duties as assigned.


What You Bring to the Table
Education: High school diploma or equivalent required; Associate degree or related field preferred.
Experience: 3 years of administrative or related experience, ideally in a medium to large organization. Preferably supporting senior leaders and executives.
Technical Skills: Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with collaboration tools like Teams, SharePoint, or scheduling platforms is a plus.
Organizational Skills: Strong ability to stay organized and manage multiple priorities with attention to detail.
Interpersonal Skills: Excellent ability to take direction, be adaptable, and collaborate positively with others.
*** Acumen: Familiarity with the enterprise organization chart and building locations.

About the Company

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IMCS Group Inc