What are the responsibilities and job description for the Executive Assistant/Project Administrator position at Inmar?
The Executive Assistant/Project Administrator to CFO provides high-level administrative support to the Senior Leadership Team as assigned. As a highly organized coordinator of people and processes, the Executive Assistant/Project Administrator serves as a key support to the Senior Leadership Team of Inmar, enabling the achievement of organizational objectives and key results.
Additionally, this position is an integral part of the Finance team responsible for the planning, execution, and delivery of various projects. The Executive Assistant/Project Administrator to CFO will consult with Finance to identify and define requirements, create project plans and assist with the timely and accurate implementation of initiatives. Reporting directly to the CFO, the Executive Assistant/Project Administrator plays a primary role in facilitating the general management of the group, coordinating time, resources, and communication (internal and external) dedicated to strategic priorities, and managing projects involving key stakeholders across the organization.
Primary Accountabilities:
Administrative (50%)
Provide high-level administrative support and assistance to the Executive Leadership and/or other assigned leadership staff- Perform a wide range of administrative and general support duties of a highly responsible and confidential nature in support of the Senior Leadership Team
- Maintain and prioritize daily schedules and workload.
- Work independently, receiving a minimum of detailed supervision and guidance, and assist in the planning of team building, town halls, and leadership events
- Perform clerical and administrative tasks including drafting letters, processing invoices and reports, scheduling appointments, and coordinating meetings
- Proactive management of travel and priority juggling again calendar. Match calendar up with priorities, ensure priorities are constantly being updated and understood
- Work collaboratively with leaders to drive the agenda for regular meetings
- Demonstrate the ability to take concepts and turn them into working drafts for presentations and communications
- Receive incoming communication or memos on behalf of senior staff, review contents, determine importance, and summarize and/or distribute contents to appropriate staff
- Responsible for maintaining records and performing additional duties as assigned by executives
Project Administration (50%)
Demonstrate project administrative skills to help facilitate planning and execution of department initiatives and deadlines- Demonstrate basic knowledge of the cadence of planning processes
- Coordinate internal resources and third-party vendors for the flawless execution of projects
- Ensure resource availability and allocation
- Ensure that project milestones/goals are met and adhere to timeliness and approved budgets
- Mission plan processes to identify enhancement and efficiency opportunities
- Responsible for gathering and maintaining required documentation and signoffs according to internal policies
- Oversee and lead recurring team meetings to prioritize objectives, monitor efforts in progress, and assist the team with roadblocks where needed
- Track at-risk metrics and facilitate action planning to keep projects on track
Qualifications:
Bachelor’s degree in business or related field preferred- 7 years of experience working as an Executive Assistant or any equivalent combination of experience and training that provides the required knowledge, skills, and abilities needed to complete the job responsibilities
- Demonstrated project administrative experience
- Excellent verbal and written communication skills
- Excellent organizational skills and attention to detail
- Excellent time management skills with a proven ability to meet deadlines
- Ability to function well in a high-paced and at times stressful environment
- Experience with Oracle ERP or comparable financial system as an end user, not as a transaction processor, a plus
- Ability to interact and develop relationships within the banking/financial institutions community
- Extremely proficient with Google Suite/Microsoft Office Suite or similar software with the ability to learn new or updated software
Individual Competencies:
Communication: Ability to give and receive messages and information in written, oral, and visual formats clearly and succinctly for a complete understanding of meaning and intent. Must possess excellent written and verbal communication skills and ability to interact successfully and collaboratively with others- Innovation: Ability to develop, sponsor, or support the introduction of new and improved methods, products, procedures or technologies.
- Analytical and Critical Thinking: Ability to tackle a problem using a logical, systematic sequential approach.
- Problem-Solving: Gathers and analyzes information to generate and evaluate potential solutions to problems, issues, and challenges while
- Accountability: Sets clear goals, objectives, expectations, and responsibilities and monitors the process, progress, and results to hold self and
- Effective Execution: Gathers and analyzes information to generate and evaluate potential solutions to problems.
- Teamwork: Builds relationships and works cooperatively with others, inside and outside the organization, to accomplish objectives, leverage information and achieve results
- Collaboration: Works collaboratively with others to achieve group goals and objectives
- Authenticity: Builds legitimacy by being positive, and trustworthy, and promoting openness through honest and ethical relationships
- Continuous Learner: Demonstrated ability and desire to continue developing and growing as a professional through a combination of on the job and independent efforts to enhance professional capabilities
The physical demands described here are representative of those that must be met by an associate to successfully perform the major job responsibilities (essential functions) of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform major job responsibilities. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.
While performing the duties of this job, the associate is:
Regularly required to use hands to finger, handle or feel objects, tools or controls, and reach with hands or arms- Regularly required to talk or hear and read instructions on a computer monitor and/or printed on paper
- Prolonged periods of sitting at a desk and working on a computer
- Occasionally required to stand, kneel or stoop, and lift and/or move up to 15 pounds
- Frequently required to view items at an extremely close range and must be able to adjust and readjust focus
As an Inmar Associate, you:
Put clients first and consistently display a positive attitude and behaviors that demonstrate an awareness and willingness to listen and respond to clients to meet their short-term and long-term needs, and requirements and exceed their expectations- Treat clients and teammates with courtesy, consideration and tact; you also can perceive the needs of internal and external clients and communicate effectively with the objective of delighting and retaining the client
- Build collaborative relationships and work cooperatively with others, inside and outside the organization, to accomplish objectives, develop and maintain mutually beneficial partnerships, leverage information and achieve results
- Set and attain achievable, yet aggressive, goals with a sense of urgency and accountability
- Understand that results are important and focus on turning the mission into action to achieve results following the principles of flawless execution while consistently complying with quality, service and productivity standards to meet deadlines and exceed expectations by giving
- Support a safe work environment by following safety rules and regulations and reporting all safety hazards
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At Inmar, we put people first and that means empowering our associates to thrive at every stage of life and career. Our comprehensive and competitive benefits package is thoughtfully designed to support a wide range of lifestyles and life stages.
Eligible associates have access to:
- Medical, Dental, and Vision insurance
- Basic and Supplemental Life Insurance options
- 401(k) retirement plans with company match
- Health Spending Accounts (HSA/FSA)
We also offer:
- Flexible time off and 11 paid holidays
- Family-building benefits, including Maternity, Adoption, and Parental Leave
- Tuition Reimbursement and certification support, reflecting our commitment to lifelong learning
- Wellness and Mental Health counseling services
- Concierge and work/life support resources
- Adoption Assistance Reimbursement
- Perks and discount programs
Please note that eligibility for some benefits may depend on your job classification and length of employment. Benefits are subject to change and may be governed by specific plan or program terms.
We are an Equal Opportunity Employer, including disability/vets.
Recruitment Fraud Notice: Recruitment fraud is an increasingly common scam where individuals pose as employers to offer fictitious job opportunities. Scammers sometimes impersonate Inmar recruiters on LinkedIn and other channels. We will never ask for payment or sensitive personal information during the hiring process. Verify any role on our official Workday Careers site and learn how to spot scams in our
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This position is not eligible for student visa sponsorship, including F-1 OPT or CPT. Candidates must have authorization to work in the U.S. without the need for employer sponsorship now or in the future.
