Executive Administrator

The role provides direct administrative support to the SVPs Value Added Services, LAC as well as general assistance to other team members. This position handles details of a highly confidential and critical nature and requires a broad working knowledge of departmental and company policies and practices.

This role is an individual contributor with a primary focus on execution. This position is at a developing professional level and solves a range of straightforward problems/analyzes possible solutions using standard procedures. This position receives a moderate level of guidance and supervision.

Essential Functions

• Manage a complex calendar that includes scheduling meetings and travel, video conferences, trainings (off-site and / or internal), group events and booking conference rooms.

• Perform administrative support duties, including but not limited to drafting and typing correspondence, making copies, preparing binders, answering and screening managers´ phone calls and directing inquiries to the proper party within the team, and maintaining and ordering office supplies.

• Establish and maintain effective and cooperative professional business relationships with all levels of management, employees and outside companies.

• Act as a liaison, problem solver, and facilitator as the first contact for the senior leader.

• Manage quarterly All Staff and Quarterly Senior Leadership Meetings including logistics, agenda/materials, onsite support and event management.

• Travel on occasion to manage offsite leadership and client meetings

• Help manage departmental communications to internal key stakeholders collaborating with Corporate Communications and Human Resources.

• Maintain Business Continuity Management contact information. Prepare meeting materials including assisting with the creating of the presentation, handouts and other related materials as well as printing, binding and collating of materials.

• Coordinate conference/meeting room set-up, order catering, and make logistical arrangements.

• Assist with developing and updating complex PowerPoint presentations, Excel spreadsheets and documents in support of team activities.

• Handle contract management, monthly budget tracking (including POs, invoices and accruals) and updating and interfacing with accounting as needed.

• Process expense reports and providing general information to incoming calls regarding Accounts Payables, Purchasing, Travel Policy and Expense Reporting.

• Support projects as needed for senior executive.

• Coordinate and direct the work of other Administrative Assistants/Administrators on functional/regional projects.

This is a hybrid position. Expectation of days in office will be confirmed by your hiring manager.