Administrative Assistant - Mid Level

Responsibilities

• Calendar Management, Travel and Event Planning (50%)
• Proactively manages complex calendars with competing priorities.
• Schedules activities and meetings and manage the Executives’ calendars.
• Covers meetings and proactively resolves conflicts including making recommendations for meetings with other leadership team members.
• Uses good judgment on when to involve the Executive in resolving competing priorities.
• Handles all administrative matters related to meetings, including booking meeting rooms, arranging catering, gathering supplies, ensuring room is equipped appropriately, etc.
• Arranges travel plans including booking flights, hotel accommodation, car rental, and providing appropriate travel directions.
• Stays abreast of any changes and responds with a sense of urgency. Ensures team members are aware of any changes to the arrangements or itinerary.
• May be requested to handle/ process expense reports for group.
• General Administrative Support (30%)
• Maintain a high level of accuracy in all administrative tasks.
• Establishes and maintains appropriate electronic files (e.g., MS Teams sites/ folders)
• Attends specific meetings, takes, and transcribes meeting minutes.
• Invoice Processing, Vendor Management (20%)
• Covers coordination of approval and payments of invoices for expenses charged to managers’ department budgets.
• Resolves billing and payment issues. Enter purchase orders on SAP software system.
• Distribute purchase orders. Prepare and process payables by coding and recording.
• Reconcile expenses with A/P and Finance reports.

Qualifications

• Bachelor’s degree in Business Administration, Communications, or related field.
• Minimum of 5 years of relevant experience in administrative support, preferably in a corporate environment.
• Experience managing calendars and coordinating travel arrangements.
• Excellent organizational skills and attention to detail.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office Suite, particularly Excel and Outlook.