Administrative Assistant of Managing Director/ Director

Inclusively is partnering with a major airline to hire a Administrative Assistant of Managing Director/ Director. **Please note: this role is NOT an internal position with Inclusively but with the partner company.**

ABOUT INCLUSIVELY

Inclusively is a digital tech platform that empowers job seekers with disabilities, caregivers, and veterans by using Success Enablers–accommodations and personalized workplace modifications that help all job seekers reach their full potential and excel. This includes all disabilities under the ADA, including mental health conditions (e.g. anxiety, depression, PTSD), chronic illnesses (e.g. diabetes, Long COVID), and neurodivergence (e.g. autism, ADHD).

Create your profile, select Success Enablers, and connect to jobs from our partnered employers who are committed to creating diverse and inclusive teams. When registering, you must acknowledge that this platform is for people with disabilities, caregivers, and veterans. However, Inclusively does not require candidates to disclose their specific disability to join the platform.

Job Overview

The Administrative Assistant will report to the Managing Director of Health and Wellness and support the broader Wellness organization. The candidate is expected to work independently to perform advanced, diversified and confidential administrative duties. The candidate must be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.

Key Responsibilities

• Acts as an information source on the company policies, procedures, processes, and practices
• Create and maintain multiple calendars, meetings and travel itineraries
• Filing, documenting, and preparing reports, presentations, org charts, memos, letters and other documents applying MS Word, Excel, PowerPoint and Outlook is a requirement
• Highly advanced in multitasking and possess the ability to lead multiple high-level projects
• Effectively manages tasks from members across the Wellness team
• Monitors and purchases office supplies using purchasing account
• Completes, submits and reconciles expense reports
• Greets visitors, receives telephone calls, and prepares responses to correspondence containing routine and sometimes complex inquiries are typical tasks associated with the position
• Coordinates details of event planning and logistics including meetings, A/V conference set-up, conference rooms, presentation and materials preparation, catering coordination, venue layouts, external vendors, etc
• Candidate should feel comfortable and be flexible, proactive, resourceful and efficient in a fast-paced environment, often under pressure

What you need to succeed (minimum qualifications)

• Possesses strong computer skills in Microsoft Outlook and working knowledge of Windows-based applications like Word, PowerPoint, Teams and Excel
• Must be team-oriented and able to coordinate activities across multiple departments working closely with administrative assistants in other areas
• Demonstrate excellent communication skills necessary to screen and route calls and make inquiries regarding business processes or schedules and be able to communicate and advise the assignments and responsibilities of others
• Has the necessary skills to optimally write business correspondence
• Strong intrapersonal skills are necessary to greet visitors, customers, and business partners or to make inquiries and exchange business information
• Encouraged to have high attention to detail to ensure information is accurate and correct, documents are grammatically accurate, and work is completed in a timely manner
• Must have the ability to coordinate the schedules of multiple aspects of projects assigned by individual staff members or vendors
• Strong verbal and written communication with all levels of staff from frontline employees to executive staff
• Manages her work with professionalism, confidentiality and strong sense of building a positive work environment within the team
• Must be performing satisfactorily in present position
• Consistently prioritizes safety and security of self, others, and personal data
• Embraces diverse people, thinking, and styles

What will give you a competitive edge (preferred qualifications)

• Knowledge of corporate business processes and procedures such as expense reporting, purchasing, departmental budget, and all the company travel platforms.
• Prior administrative duty experience