Executive Administrative Assistant

Job Title

In this role you will be:

• Organizing and managing complex calendar schedule(s) for one or more managers, maintaining executive's agenda and assisting in planning appointments, customer meetings, conferences, etc.
• Makes travel arrangements and prepares expense reports.
• Provides support for departmental events, quarterly events and recognition as well as coordinating activities across the organization, events, conferences, F2Fs, etc: plans and organizes the events, prepares agendas, coordinates all logistics.
• Exercises diplomacy, tact, and judgment in interacting with a wide range of constituents at varying levels of an organization including staff at all levels, administration staff; customers.
• Keeps abreast with all organizational changes and business developments and maintains in depth understanding of office management procedures and departmental and legal policies.
• Demonstrates strong accuracy and attention to detail while taking the initiative to manage logistics of the department/division such as maintaining divisional organizational charts, phone distribution lists and divisional logistics needs.
• Strong capability working with all Microsoft tools, Client's tools, purchasing and finance systems
• Additional duties include managing tactical projects, general administrative duties such as order supplies, CR coordination, generating shipping memo, etc.
• Coordinates activities to ensure division goals are met, plans and coordinates administrative procedures and devises ways to streamline processes.
• Effectively mentors and integrates new admins and ensuring all admins understand department procedures and expectations.
• Uses strong organizational skills to improve the efficiency of administrative processes.
• Works closely with the Senior and Executive administrative staff, demonstrates strong verbal/written communication skills and work well on an executive team both individually and as a team member.
• Demonstrates strong customer service orientation and uses discretion and judgment to ensure applicable private/proprietary business information, data, transactions and correspondences maintain confidentiality and sound judgement.
• Anticipates the business needs of the leadership team/admin team, proactively formulating and evaluate solutions and/or recommendations to facilitate meeting deadlines and achieving goals.
• Maintains accurate and detailed records, meets deadlines and manages multiple projects and processes in support of various operating departments.
• Possesses strong project management, problem-solving skills, excellent organizational and impeccable multitasking abilities with attention to detail and strong follow-through to meet deadlines.
• Receives, interprets and evaluates the level of significance of information requests, takes appropriate responsive action, and determines when the executive or other staff should be notified or involved. Coordinates/assists with recruiting and staffing admin team partnering with management and Human Resources.
• Extremely flexible, adaptable to an evolving fast pace environment, works well under pressure, manages assigned tasks/projects with the skills to reassess/and prioritize deadlines for upcoming commitments and responsibilities.
• Assists in resolving administrative needs for improvement/problems by coordinating preparation of reports, analyzing data, and identifying solutions working closely with management and human resources.

Qualifications:

• The successful candidate must demonstrate the following:
• Strong customer orientation and teaming skills
• Strong communication skills
• Sound judgment and decision making to resolve complex problems
• Manage sensitive and confidential information discreetly
• Self-motivated to meet deadlines independently
• Strong understanding and experience in booking domestic and international travel
• Understands department goals and priorities, anticipates needs, and initiates action
• Manages multiple priorities and re-prioritizes where necessary

Minimum Qualification:

• Bachelor's degree in Business or a directly related field with 4+ years of administrative support within a large corporate environment
• Proficient in MSFT Teams from setting up channels, using Chat, and features such as breakout rooms, etc.
• Proficient with Microsoft Office products: Outlook, Word, PowerPoint, Excel, and SharePoint.