Administrative Assistant (Contract)

General Summary

4DMT needs a motivated, collaborative, and experienced Administrative Assistant (Contract). The primary function of this role is to provide direct administrative support to senior executives within the organization with a strong focus on calendar management, monthly expense reporting, processing of financial requisitions, consulting contracting, and other internal business processes as needed. The role will report directly to the Executive Business Partner. This is a hybrid position, with in-office days arranged according to business needs and determined by the hiring manager (minimum 3 days onsite).

Responsibilities

• Direct Support for Senior Executives: Accountability to manage administrative tasks with a high priority focus on calendar management, supporting schedule changes, managing multiple incoming requests for meetings, working in alignment with the weekly priorities of each executive. Includes tasks to support project teams as needed with logistics relating to key business meetings as directed by hiring manager and assigned executives.

• Scheduling and Editing of Meetings and Appointments: Scheduling and editing of meetings and appointments, setting up Zoom video conferences, assigning delegate rights as directed. Manage bookings for single and recurring meetings, collaborating with other members of the administrative team in arranging schedules to best accommodate attendee calendar conflicts or time sensitive, high-priority meetings. Must have the ability to be flexible and provide prompt real-time response to changing business needs.

• Meeting Logistics and Planning: Book conference rooms, coordinate attendee confirmations when needed, manage room set-up and catering, when needed, be on site to receive food deliveries and set up conference rooms. Support planning and coordination of offsite meetings and employee events by completing specific tasks, including but not limited to sourcing vendors, comparing options, performing basic cost analysis and communication with vendors regarding lodging and meals needs and ground transportation details, purchasing of gifts and supplies necessary for employee events.

• Travel Planning: Arrange domestic and international travel, including air and ground transportation, hotel reservations, out-of-town dining, and car rentals. Complete registration for conferences and events to capture cost savings whenever possible. Ensure flights, hotels and ground transportation bookings are arranged to meet business needs while adhering to company expense policies. Prepare and update itineraries and communicate with travelers as arrangements change.

• Expense Reporting: Reconcile expense reports monthly using Nexonia. Collect and submit receipts in accordance with 4DMT policies.

• Contract and Purchasing and Invoice Management as Assigned: Input and processing of contract and purchase agreements and requisitions. As directed by contract owner, manage updates through edits phase to final signatures. Attend required training sessions to gain proficiency in the administrative role requirements for using IronClad contract management and Coupa purchasing software.

• Teamwork and Backup Support: Participate in cross-functional team projects. Provide backup support for other members of the 4DMT Administrative Team during PTO or peak activity periods as directed by hiring manager.

• Other Duties as Assigned: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Qualifications

• Education: BA or equivalent relevant work experience

• Experience: 3-5 years of administrative experience

• Skills: Electronic Calendar Management, Outlook preferred; Experienced Microsoft Office User/ SharePoint Environment; Excellent Communication Skills; Good Judgement and Discretion

Physical Requirements of the Role

• Ability to move and lift at least 10 lbs. for setting up catering and receiving small shipments.

• Primarily computer use and extended periods of sitting.

Pay

Hourly compensation range: $36.00-42.00/hr