Administrative Assistant

Responsibilities & Expectations

• General Administrative Support Duties, including but not limited to:
• Support document filing and retention both physically and digitally.
• Compile, summarize, and visualize information as requested.
• Distribute group-specific electronic announcements, information, reports, and other communications.
• Prepare for and support on-boarding & off-boarding of personnel.
• Coordinate and schedule travel arrangements for executives, if required.
• Manage and order office supplies.
• Meeting Coordination:
• Plan, organize, prepare for, and support large meetings / events for single or multiple departments.
• Provide general support for visitors and arrange meeting / seating spaces and amenities.
• Financial & Budget Support:
• Create, submit, manage, track, and receive purchase orders and invoices.
• Track and manage department budgets and visualize usage condition.
• Conduct department purchases within policies.
• Support expense report creation and submission for executives, if required.

Requirements & Qualifications

• 8 years of administrative support experience.
• Clear and effective written and verbal communication skills with members of varying levels of the organization.
• Ability to represent concepts and data visually in graphs, tables, charts, and other images.
• Demonstrated ability to multi-task, prioritize, and manage a high-volume of work requests from multiple sources.
• Demonstrated ability to work independently, take initiative, manage time effectively, and proactively communicate with team and stakeholders.
• Strong attention to detail and ability to identify and implement project and process changes in a dynamic environment.
• Strong understanding of and ability to maintain privacy and confidentiality.
• Demonstrated ability in Microsoft Office Suite applications (incl. Word, PowerPoint, Excel, SharePoint).
• Experience with accounting / finance systems such as Ariba/SAP or capacity to learn on the job.