Administrative Assistant

Description

This position will be supporting two Vice Presidents within Marketing.

Must have their own laptop or one provided by the supplier.

Required to be in office 3 days a week. Hybrid

Project Coordinator 

We are seeking an Administrative Assistant to join our team. Specifically, this person will help support the leader.

• In this role you will have the ability to work cross functionally and globally at all levels as you connect with others within the company.
• This is a fast-paced position that requires you to be flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality, representing the senior leader’s office in the utmost respectful and inclusive way across all levels of the company and with external partners (in advertising and media).

What You’ll Do for Us

• Responsible for scheduling and managing the executive calendars including prioritizing and resolving related conflicts, proactively scheduling important meetings with internal and external individuals. Specifically, this role handles key communications across the leadership team (LT) for this executive as well as interactions with other senior executives to ensure disciplined meeting and calendar management.
• Organizes and coordinates travel and related requirements to include travel authorizations, flight tickets, hotel bookings, visas, airport transfers, expense reports; ensures that all travel arrangements are compliant with the Company’s Travel Policy.
• Provides support in arranging meetings including coordinating the agenda, compilation of presentations/information, handling logistics, such as conference registrations, room reservations (internal and external), and local travel. Also, provides hospitality for Senior Management or guests of the department which may include planning, arranging, and confirming all local logistics support.
• Performs general clerical duties including but not limited to emailing, scanning, copying, filing, and data entry; collects and opens mail and/or some email; completes various forms, including purchase requisitions, purchase orders, shipping requests, travel expense reports and requests for payment.
• Contributes to the excellent reputation of the executive’s organization and client through professional, friendly, and respectful interactions internally and externally.
• Performs other duties as required and/or assigned.

Qualifications & Requirements

• High School and some college preferred in Business, Communications, or similar fields is ideal.
• 3-5 years of experience in a high-level support role preferred.
• Must have proven ability to be a resourceful problem-solver.
• Experience in coordinating projects.
• Intermediate knowledge of MS Office, including Word, Excel, PowerPoint, Teams and Outlook.
• Strong attention to detail, interpersonal, and communication skills are needed.
• Excellent time management and organizational skills to meet deadlines are needed.
• Experience scheduling travel arrangements and schedule for management.

Skills:

• Administrative Tasks, Computer Applications, Database Entry, Data Collections, English Grammar,
• Executive Support, Microsoft Office, Office Management, Payroll, Processing Expense Reports Concur, Purchase Orders SAP, SharePoint,
• Travel Coordination, Workflows, Managing and hosting meetings and logistics with external parties,
• Co-ordinating with C-suite support staff of external parties/agencies,
• Managing calendars with Project