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Typically supports a Band 1 executive, handling administrative duties. Performs diverse, advanced and confidential administrative support including composing, signing and releasing routine but somewhat complex correspondence. Relieves management of administrative details; gathers, compiles and reports information relevant to/for the executive. Reads, screens, refers and responds to incoming mail, ensuring that referrals are made, responses are gathered and summarized. Typically manages different and conflicting objectives, projects or activities at once. Coordinates schedules for corporate level executives. May act as liaison to outside groups coordinating events where the executive is a corporate chair, director or committee member. Communicates with executives and line management to gather/convey relevant information. Some staff at this level are involved in high-level client contact and exposure to sensitive information and must use considerable tact, diplomacy and judgment
This position will manage the calendar and general administrative requirements for multiple executives. Principal duties will be managing complex calendars ensuring timely, thorough and accurate updates; responding to time sensitive calendar changes and requests, coordinating travel and expense management. May be involved in high-level internal client contact and exposure to sensitive information, and must use tact, diplomacy and judgment.
Supports multiple executive calendars with ability to prioritize competing priorities
Heavy calendar management including confidential administrative support, robust scheduling for high-level executive meetings; creation of simple agendas and light material preparation
Coordinate schedules ensuring proper details are included for meetings as well as time is maximized to create efficiencies such as transition times and scheduling time for deliverable
Arranging meeting space for local meetings as well as when executives are traveling
Screen & respond to incoming calls: forward & respond pro-actively as appropriate
Write and distribute email, correspondence memos, letters and forms
Relieves management of administrative details; gathers, compiles and reports information
Keep current with company policies and procedures
Supply and facility management including access coordination and ordering necessary technology
Book travel arrangements within company guidelines
Submit and reconcile expense reports adhering to expense policies
Act as the point of contact and provide general support for internal and external visitors
Liaise with other administrative assistants to handle requests and queries from senior managers
May assist other senior members of the Chief Administrative Office leadership team when needed
Assists with on/off boarding of employees and contractors as well as coordinating employee events
Minimum five years prior experience in an administrative support role with experience supporting multiple executives
Proficient in Microsoft Office Products (Outlook, Word, Excel, PowerPoint)
Previous calendar management support for multiple executives
Excellent written, verbal communication and listening skills
Attention to detail and pro-active problem solving skills
Ability to balance multiple conflicting objectives, projects or activities
Domestic travel planning and expense reconciliation
Experience navigating online administrative portals for supplies, travel, technology, etc.
Strong organizational skills with the ability to multi-task
Proven relationship skills, adaptable and ability to work with a variety of constituent groups including senior executives
Demonstrated ability in either current or prior positions to work autonomously across a complex organization structure.
Undergraduate degree (or equivalent work experience) and minimum 5 year work experience in a business environment.
Shift:1st shift (United States of America)
Hours Per Week: 40
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