Administrative Assistant

DUTIES

Demonstrate thoughtful management of leader’s time against priorities and ensuring that he is prepared for meetings, including making recommendations to leader(s) regarding prioritization, delegation, and organization

Arrange and oversee travel (flights, hotels, cars, etc.) using Concur and anticipate any necessary background materials needed in advance of their meetings, i.e., detailed travel itinerary, directions and verified meeting/contact details

Take ownership of key deliverables and structuring work to achieve goals, seeing the big picture and understanding the long-term impacts

Reception and administrative coordination for senior leaders, including serving as the point of contact and greeter for external visitors to our office, coordinating meetings and video calls with multiple participants across global time zones and calendar management for multiple team members

Ability to handle sensitive matters with a high level of confidentiality and discretion

Partner closely with our executive business manager and COO team to organize and handle logistics for internal/external meetings, team events, strategy sessions, and town halls

Ability to demonstrate flexibility and problem-solving skills to adjust and prioritize schedules based on last-minute changes

Use Microsoft Word, Excel, PowerPoint and Adobe to produce presentations and regular reporting

Process gifts & entertainment records and expenses using Concur and the G&E System

Build and maintain good business relationships with executives and administrative staff across the organization

Provide additional ad-hoc reception and coordinator duties as needed

SKILLS

Minimum 7 years of professional / corporate or administrative experience

Experience in a dynamic corporate environment and corporate affairs or finance is a plus

Enthusiastic, hardworking, confident and has a positive attitude

Dedicated colleague deeply motivated, well organized, and responsive

Communicates with a can-do attitude, while remaining agile and flexible to understanding priorities and demonstrating the ability to stay composed under pressure

Excellent communication skills (written and verbal) and a high-level of emotional intelligence

The ability to be forward thinking: identify what needs to be done and take action before being asked

A proactive mindset, capable of identifying operational efficiency and implementing new procedures, approaches, and technology to make improvements across the team

Absolute discretion and appropriate handling of highly sensitive and confidential information alongside demonstrating the highest standard of conduct, performance, and business ethics

Proficiency working with automated expense tracking and online travel; experience using Concur preferred.