Administrative Assistant

Description

Hybrid schedule

Tuesday – Thursday Onsite

Monday/Friday Remote

Duration: Initial 3-month contract (could be longer or shorter)

Job Description & Responsibilities

• Administrative support for department executives and VIP stakeholders
• Will be supporting up to 5 VPs
• Calendar management
• Meeting coordination
• Correspondence handling
• Document preparation
• Expense reporting
• Data entry and reporting
• Ad hoc administrative tasks

Qualifications

• Ideally 8 – 10 years’ Administrative Assistant experience
• Must include a minimum of 5 years’ experience supporting Senior / Executive Leadership. Required.
• Proficiency in MS Office Suite (Outlook, Excel, Word, PowerPoint)
• Experience managing multiple calendars and scheduling meetings
• Ability to work hybrid schedule (on-site and remote as needed)
• Prior experience handling sensitive information
• Strong written and verbal communication skills, including professional etiquette
• High level of attention to detail

Deal Breakers

• Candidates who cannot work hybrid schedule
• Lack of experience supporting executive-level leadership
• Poor communication skills
• Inability to handle sensitive/confidential information

• Manage calendars
• Coordinate and schedule meetings, reserve rooms, forward meeting notices, arrange conference calls or video conferences, order meals, arrange dinners and prepare meeting materials
• Book car services for business trips
• Reconciles travel expenses as well as process other expenses
• Recordkeeping of corporate travel and vacation time in HR Central
• Maintain office supplies
• Manage monthly birthday celebration
• Manage office events including raffles, large catering orders and happy hours