Job Summary
Provides executive level supp
Job Description
Provides executive level support by performing an array of administrative functions requiring confidentiality, initiative and sound decision making for the executive. Responds to routine correspondence; drafts correspondence for the executive's approval and signature; schedules appointments; coordinates meetings, conferences and travel arrangements. Manages executive's calendar, committing executive's time. Facilitates the executive's work by establishing, organizing and maintaining files of correspondence, records and related materials. Information handled may include highly confidential information. Ensures the efficiency of department operations by directing the activities of secretaries and clerical staff. Provides support by screening and routing telephone calls, mail and visitors, responding to routine questions, and obtaining and furnishing information to save the manager's time. Sets priorities for telephone calls and visitors. Prepares complex management reports/documents by gathering, organizing, summarizing and analyzing data.
Skills:
Office Administration Organizing Presentation Development Prioritization Researching Calendar Management Customer Needs
Experience:
5 to 7 years experience required.
Tecghnical Skills
Must Have
Ability to quickly learn internal tools
Experience with scheduling, expense and document management systems
Proficiency in Microsoft 365
Nice To Have
Knowledge and awareness Client supported systems Cvent, Oracle Fusion, Concur, etc.
Role/Responsibilities: What they will be doing day to day
Submit new/change vendor paperwork to be added/updated in accounts payable
Process event invoice for payment
Order event supplies
Track event inventory
Assist with shipping event material to venues
Verify detail for group travel; matching flight manifests & hotel rooming lists
Proofing printed material for accuracy
Adding details to event function sheet
Organize electronic files
Updates attendee details in event management system (Cvent)
Additional administrative responsibilities as needed
Must Have Skills: Prev experience they must have
Proficiency in Microsoft 365
Experience with scheduling, expense and document management systems
Ability to quickly learn internal tools
Flex Skills: Nice to haves, not required but would be nice to have
Awareness of Client supported system Cvent, Oracle Fusion, Concur, etc.
Soft Skills:
Strategic Communications
Exceptional Organization & Attention to Detail
Adaptability & Collaboration
Time Management
Proactive Anticipation & Problem Solving
Education:
A university / college degree, with 2-4 years of relevant professional experience. In lieu of a degree, a comparable combination of education, job specific certification(s), and experience (including military service) may be considered.
Screening Questions:
Questions that can help us to determine if a candidate being shortlisted can speak to their skillset Completely optional
What do you need from your manager in the first two weeks to be successful
How do you decide when to take action independently versus when to escalate to your manager
How do you ensure details dont fall through the cracks when supporting several workstreams or events
Describe a temp or short term role youve held where you made an impact quickly.
Interview process:
How many rounds and with whom and about how long
Two rounds with manager and member of Corporate Event Team in Pittsburgh 45 minutes