Jobs

Description

Full-time 8:30am-4:30pm
Onsite

Details:

The position reports to the DVP, US Commercial Operations and supports that role as well as the General Manager, US and Director of Business Excellence.

Main Responsibilities:

• Provide administrative support for the DVP, General Manager, and Director, Business Excellence. This includes meeting set-ups, document preparation and presentation preparation, expense reporting, and travel coordination.
• Prepare and assemble communications for the commercial leadership teams and external agencies to include notices, agendas, and other materials.
• Assist with the administration of compliance matters.
• Administer the review, approval, coding, purchase order creation and payment of invoices and the ability to follow up and resolve problems related to invoices.
• Maintain organization charts, US commercial fleet assignments and reporting, and similar assignments.
• Prepare presentations integrating Excel, Word, PowerPoint and Visio files and content in order to create executive level presentations and reports.
• Calendar management requiring interaction with both internal and external executives and assistants.
• Coordinate a variety of internal and external meetings, conference calls, and web meetings across multiple time zones.
• Coordinate complex domestic and international travel plans, including expense reporting and reimbursement.
• Perform general administrative tasks (filing, scanning and data entry).
• Maintain legal documents and records as necessary.
• Organize and maintain digital filing in MS Teams and Sharepoint.
• Complete other projects as assigned.

Skills:

• 5+ years of previous executive administrative support experience for senior leadership is required.
• Advanced Microsoft Office skills (Word, Excel, PowerPoint, Outlook) is required.
• Ability to maintain a professional demeanor in all client interactions, and the ability to manage confidential information with discretion.
• Excellent interpersonal, written and oral communication skills.
• Highly organized office administration skills, with strong attention to detail.
• Ability to proactively manage projects and willingness to pitch in as needed.
• Ability to work independently with attention to Client’s goals and interests.
• Advanced proficiency in formatting, proofreading, and editing correspondence and other documents.
• Ability to learn new software applications with ease.
• Creative problem-solving and decision-making skills. Flexible and adapts to change.
• Ability to prioritize and manage workload and meet deadlines in a changing and fast-paced environment.

Education:

• Associate’s degree required; bachelor’s degree strongly preferred or equivalent combination of education and experience.