•Maintain calendars and travel itineraries for SVP CIO and SVP CTO and several team members. Time management skills are critical as well as setting up and maintaining an annual calendar of key meetings. • Proactively review calendars to ensure all meetings are still up to date and that all TPs are scheduled and are operating prior to meetings. • Plan extensive international travel (primarily Latin America) • Manage communications through phone, email and mail for SVP CIO and SVP CTO. • Manage, prepare and file all expense reports for SVP and direct reports in proactive and timely fashion and ensure proper documentation and payment of bills • Order and maintain office equipment and supplies and manage department PCard, including monthly reconciliations. • Schedule large and small team meetings and off-sites including all logistics • Coordinate various training classes, including registration of participants, ordering materials, scheduling locations and tracking evaluations • Maintain organizational charts, phone lists, email distribution lists and other team information • Support ad hoc requests which vary in nature & frequency • Build relations with others within the organization to be able to manage complex executive calendars.
Qualifications / Requirements:
• Proficient in English and Spanish • Minimum of 5 years’ experience in an administrative position at an executive level • High School Diploma/GED • Advanced/Proficient Computer Skills (Outlook, Word, Power Point, Excel) • Experience in Concur Software (Expense and travel management) • Ability to use SAP for invoicing • Excellent written and oral communications skills • Strong attention to detail • Ability to handle extremely sensitive and business confidential information • Ability to work independently and within a team • Proactive in anticipating needs, prioritizing and responding to them • Proactively work to organize, respond to needs and anticipate what is needed by the individuals for whom she/he supports • Flexible and able to work under pressure to include tight deadlines and multiple projects with strong organizational skills • Promptly addressing requests and professional follow-up and response to requesters • Can-do attitude with a bias for end results
Bilingual - Spanish/English, administrative/executive support experience, SAP and Concur
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