Administrative Assistant

ADMINISTRATIVE SPECIALIST

Summary: The Intersect Group is seeking an Administrative Specialist to support VP-level executives within our direct client's Marketing division.

You will support all aspects of their daily routines to maximize efficiency and impact for our customers. In addition, you will be a key point of contact between the leadership team, and internal / external audiences. You will provide superior customer service while maintaining cooperative working relationships. You will be accountable for challenging and complex assignments that require tact, confidentiality, problem-solving, independent judgment, and action. You will play a critical role in ensuring the smooth operation of the department, supporting team projects and initiatives, and fostering a professional working environment within the company.

Responsibilities:

• Calendar and Schedule Management: Proactively manage the day-to-day activities of the Executives, by resolving conflicts, coordinating, anticipating, strategizing, and prioritizing to ensure an effective time management approach.
• Meeting Scheduling & Logistics: Coordinate in-person, hybrid, and virtual meeting arrangements with internal and external audiences including conference calls with Teams or Zoom. Seek out context to assimilate information and provide strategic support.
• Travel Arrangements & Expense Reporting: Manage rapidly changing travel arrangements and align to company’s travel policies. Ensure meetings and executive obligations are strategically prioritized, making the best use of the executives travel / down time. Prepare, reconcile, and submit expense reports in a timely fashion, for the Executives and their leadership team to align with company’s expense policies.
• Communications, Correspondence Materials: Assist Executives with materials: prepare, compose, and/or edit documents (agendas, minutes, notifications, etc.), presentations, and other materials.
• Meeting Facilitation: Collaborate with team leaders to plan, and participate in team meetings, including preparing materials, and agendas, taking notes, and following up on action items based on Executives' requirements.
• Efficiency Enhancement: Optimize day-to-day operations for Executives and self, seeking to increase efficiency, and organization. Deliver a high level of support by proactively establishing processes, timelines, networks, and workflows that support the team leaders’ priorities and initiatives.
• Employee Engagement: Support leadership in coordinating employee engagement activities within the department and the enterprise Administrative Services team. Partner with Business Unit Administrative Managers on onboarding activities for the team.
• Customer Relations: Develop positive rapport with internal customers and serve as a trusted advisor to the Executives. Collaborate with other assistants to facilitate communication and ensure efficient information flow within the business area and across the Enterprise.
• Other / Special Projects: Provide project-based support to assigned Business Unit or area by managing and prioritizing tasks along with participating in special projects. Operate with complete discretion and serve as a trusted sounding board to the Executives.

Qualifications:

• Relevant degree preferred.
• 2 years of relevant Administrative support experience in a corporate environment required.
• Experience working with Marketing teams strongly preferred
• Professional approach, executive presence. Able to manage through constant change with a flexible, can-do mindset. Strong organization skills and self-direction, drives for results.
• Strong project management skills, balance multiple priorities with high attention to detail.
• High proficiency in Office 365, Workday (preferred), Concur (preferred). Ability to manage a high-volume Outlook inbox, interpret Outlook messages into strategic prompts / actions items. Experienced in coordinating calendars and travel across multiple time zones.
• Sharp written and verbal communication skills: assertive decision-making, ability to listen for context and action items, ask strategic questions, maintain confidentiality around sensitive matters, escalation management.