What are the responsibilities and job description for the Executive Administrator position at Bayone?
Description
- Provide administrative support to the Executives and assigned Department Heads (Client) for SARC & ACL
- Facilitate internal and external communication; Produce or edit presentations, documents and spreadsheets for the Executives
- Be involved in other aspects of the team's functions such as collecting and tracking documents as needed
- Proactive calendar management, scheduling meetings / calls for internal and external participants, manage conflicts and work with Administrative staff to coordinate scheduling for Senior Leaders and necessary attendants
- Scheduling meetings and conference rooms in the Meeting Room Booking System (MRBS) Assist Finance & Legal
- Work with SARC / ACL finance with budget needs for special events, purchases, & outings
- Work with SAS's AP, AR, Finance teams etc.
- Any necessary / approved requests made Assist Facilities
- Procurement and distribution of office supplies
- Maintain office supply / Printer stations Assist Human Resources
- Working with recruiters by creating interview schedules for candidates
- Finding conference rooms for interviews
- Scheduling interview time on employees Knox (mySingle / PIMS) and Outlook calendars as needed
- Assist with corporate credit card request
- Update and maintain information and documentation on Admin Page on Sharepoint
- Create and share process documentation as needed
- Demonstrate SARC / ACL culture as a representative of the team by developing and maintain strong working relationships with other employees, contractors, vendors, and guests
- Management of "mailman" email groups as assigned Expenses
- Manage expense reports for Executives and other assigned DH's
- Track and file expense receipts
- Train employees as needed on how to submit expenses in GERP
- Purchase Orders, Invoices, & preferred vendor submission
- Learn to use our JIRA system to submit these request Travel
- Plan and process travel arrangements
- Prepare and process travel expense reports and submissions for Executives and assigned Client
- Submit TR / Ta in GERP
- Expense Trip receipts
- Book car services when necessary
- Submit global roaming for corporate cell phones when traveling internationally Meetings & Events
- Manage, collaborate and coordinate team or campus events as necessary, including but not limited to
- Coordinate catering / deliveries for team meetings, breakfast, lunches etc. as approved / requested by manager and up
- All hands meeting
Requirements
