Position Summary:

The Administrative Assistant is responsible for a wide variety of functions and will provide direct support to the Director of Executive Support. Additionally, this position is responsible for coordinating travel-related operations and programs. The scope of coordination includes planning for and scheduling meetings of any size, coordination of meal events with restaurants and venues, and adeptly planning conferences and other events. Conference and large event planning requires the administrative responsibility with vendors to solicit the best value, and coordinating all associated logistics (e.g., attendance, travel, lodging, per diem expenses, etc.).

Essential Responsibilities:

• Administration of company awards program and company merchandise store.
• Establishes professional relationships with clients as well as vendors and suppliers.
• Maintains the internal SharePoint communication and administrative pages for the organization.
• Balances serving the needs of departments and employees with championing adherence to company policies.
• Performs travel and event coordination for the company, to include all employees and departments within company policies.
• Recommends improvements in company travel and departmental purchasing policies to improve efficiency and efficacy.
• Manages and monitors contracted services with travel partners and travel rewards programs company wide.
• Develops project plans for conferences and large events.
• Leverages conference and large event plans to identify needs.
• Coordinates company event needs with restaurants, vendors, venues, hotels, and conference centers as needed.
• Works closely with vendors and venues for conferences and large events to ensure fulfilment of purchased goods and services.
• Assists with the Admin team strategies and initiatives by completing tasks and ongoing projects as assigned and learning/implementing new processes.
• Monitors Travel Team inbox for communication that needs attention.
• Generates reports utilizing internal databases for special projects and other departments.
• Responsible for conducting audits and maintaining SOP files for all processes and procedures as implemented or changed.

Non-Essential Responsibilities:

• Other duties as assigned.

Supervision Received:

Reports to Director of Executive Support. Receives periodic checks for performance. Refers unique questions/conditions to immediate supervisor. Works with admin and sales teams for travel and purchasing action plans, standard operating procedures and follows established work procedures. Uses a wide range of procedures to accomplish assigned objectives.

Supervisory Responsibilities:

No supervision: No supervisory responsibilities.

Education & Experience:

• High school diploma/graduate with minimum 1 years’ experience in similar role
• Experience working with vendors for contracted services
• Two years of experience in an office environment, banking, business, accounting, or combination thereof
• Ability to work with an expense database. Preferable Concur.

Other Knowledge, Skills & Abilities:

• Frequent use of Microsoft Office products, including but not limited to Outlook, Word, Access, Power Automate, and Excel
• Ability to work on multiple projects and tasks simultaneously without sacrificing quality
• Ability to communicate effectively both verbally and in writing
• Strong time management and prioritization skills
• Highly collaborative and able to build trusting relationships across a diverse workforce