Administrative Assistant III

Responsible for all administrative functions for a Vice President of a department at Client: answering phones, calendar management, scheduling travel and facilities requests, processing expense reports, meeting/event planning, maintaining distribution lists, and preparing documents or presentations from source materials, handling teleconferencing, and acting as a liaison for remote access issues. The administrative functions also include assisting with key office management tasks (e.g., inventory management, deliveries).

• Provides advanced administrative support to the Vice President of a Department at Client and other key leadership. May provide backup support to other staff as needed.
• Uses intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website and other programs.
• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
• Proactively identifies and resolves scheduling conflicts.
• Processes reports and applications as needed and in a timely manner, including expense reports.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and legal guidelines.
• Proactively monitor and maintain inventory for the office kitchen and supplies.
• Serve as the key point of contact for office visitors, providing a professional conduct that aligns with the company's executive standards.
• Follows company purchasing and other established procedures.
• In coordination with the Vice President, assist in organizing meetings, including drafting agenda, organizing meeting materials and resources and coordinating any catering/meal needs.
• Coordinates new employee office setups and onboarding.
• Professionally interacts with high-level executives.
• Consistently handles confidential or business-sensitive information.
• Works cross-functionally across office departments to ensure team IT and system needs and requirements are addressed.

• Minimum 5-7 years of administrative assistant related experience. High School diploma or equivalent.
• Experience providing support to a VP level or equivalent.
• Intermediate to advanced knowledge of Microsoft Office 365 (Outlook, PowerPoint, Word, Excel, Teams, SharePoint, and OneDrive), Kofax Power PDF/Adobe Acrobat, and an understanding of business processes and requirements.
• Proactive self-starter able to function at a high level with general instruction.
• Build strong relationships with peers and cross-functionally with partners outside of the assigned group as necessary to enable effective team operations.
• Team-oriented, can-do attitude, and desire to be a productive contributor to the overall organization.
• Learns quickly and can change course quickly when needed.
• Open to suggestions and innovation for improvement.
• Professional demeanor and ability to maintain confidentiality.

US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit www.ustechsolutions.com.

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Internal ID: 26-08715