Job Description

The Administrative Assistant provides critical support to both the President, Commercial and Business Transformation and Development (BTD) teams. This role reports to the General Services Manager and the support activities will be further defined and distributed by the administrative pool support structure. This role ensures seamless daily operations by managing calendars, travel, communication, and special projects. The position requires strong organizational skills, the ability to multitask, and excellent communication skills to work across teams and departments.

Essential Duties / Functions:

1. Maintain a well-organized and efficient office environment. Manage incoming calls, emails, and other communications, and redirect them as appropriate. Coordinate office supplies and equipment maintenance.

2. Coordinate detailed domestic and international travel arrangements for the Vice Presidents and team members from both Commercial and BTD departments. Submit and reconcile expense reports for both teams.

3. Assist in the preparation of presentations, reports, spreadsheets, and correspondence. Ensure all documents meet the highest standards in terms of accuracy, format, and content.

4. Serve as onboarding and offboarding representative for both departments

5. Assist in planning, coordinating, and executing departments events, conferences, and meetings, ensuring logistical details, vendor coordination, and budget adherence.

6. Coordinate travel arrangements for both VPs. Submit expense reports as directed.

7. Fully supports company goals of continuous improvement and operational excellence including reviewing area of responsibility for improvement opportunities.

8. Greet and assist visitors, manage incoming communication, and coordinate mail and deliveries for both teams. Provide general administrative support, such as copying, filing, and organizing documents.

9. Special projects as needed.

Minimum Requirements

Minimum education required of the position:

• High School Diploma

Minimum experience required of the position:

• 5+ years of Administrative Assistance experience

Minimum knowledge, skills and abilities required of the position:

• Results focused, detail oriented, problem solving, and self-starter.

• Strong interpersonal skills and ability to develop strong relationships and seamless interfaces across the business, including front, middle and back-office teams as well as with senior management.

• Strong skills with Microsoft Office tools.

• Ability to handle confidential and sensitive information with discretion.

• Experience managing travel, schedules, and expense reporting for senior-level executives.

Any certificates, licenses, etc. required for the position:

• None

Working Conditions:

• Normal office environment

Physical Requirements:

• Standard office physical requirements (e.g., sitting, typing).

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