Job Description

Provide administrative assistance to assigned Directors and their staff to proactively enhance effectiveness, scheduling meetings, arranging travel, completing expense reports, composing correspondence, handling confidential information with discretion, etc. Anticipate, obtain, and prepare materials as required to keep executives prepared for all activities on schedule.

Responsibilities:

• Arrange meetings, local and offsite. Arrange for refreshments and food as required. Coordinate and actively participate in staff meetings. Prepare agenda and meeting minutes as required.
• Arrange travel itineraries, both domestic and international. Coordinate international travel with RA contacts and ensure passports, visas, etc. are up to date and correct. Complete expense reports as necessary.
• Order office supplies and process invoices for supported organizations, ensuring accurate entry and tracking in SAP.
• With limited direction, create documents, spreadsheets, and presentations using Microsoft software (Word, Excel, PowerPoint, etc.) and other company specific tools (SAP, Workday, Concur, etc.).
• Establish and maintain strong, collaborative relationships with personnel throughout the organization as required to effectively execute job duties.
• Make decisions and act on behalf of business leaders during their absence, using initiative and judgment to see those opportunities requiring attention satisfy customer (both internal/external) requests. Assist with prioritizing emails and other requests on behalf of the business leader. Proactively work with business leader to monitor progress / commitments relative to any outstanding actions.
• Participate in workload leveling efforts with other administrative staff within the business group in support of other executives/staff as required including back up of other admin during vacation and or other absences.
• Participate in coordination of company sponsored volunteer activities as required, including recruitment of employee volunteers.
• Ensure compliance with company policies and procedures. Appropriately apply policies and procedures in compliance with government laws.

Minimum Qualifications:

• Minimum of five years of related experience.
• Advanced use of Windows, Microsoft Office (Outlook, Word, Excel, and PowerPoint) is required.
• High school diploma or equivalent; a business or marketing degree is a plus.

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