Advanced Associate, Administrative Support

About the role

We are seeking an Advances Associate, Administrative Support to join our Professional Assessments team. This role aligns with industry titles such as Executive Assistant, Senior Executive Assistant, Executive Administrator, and Executive Support. The position supports the SVP, Professional Assessments and is integral to the successful delivery and fulfillment of assigned programs. Reporting to the SVP, this professional and highly confidential role provides administrative support to the SVP, accommodating shifting priorities in a dynamic environment. Responsibilities include calendar, office, event, proposal, and contract management while promoting a collaborative work environment.

Responsibilities

• Calendar management
• Office management
• Event management (we are a remote organization but frequently work in office)
• Proposal management
• Contract management (filing, retrieving, and signing of contracts)
• Manage an active calendar of appointments; schedule appointments and meetings, which may include organizing materials, sending out meeting notices, responding to meeting notices, arranging services, managing travel arrangements, and completing required documentation for events/travel.
• Responsible for office management, ensuring a welcoming and professional environment for all visitors; builds and maintains strong relationships with key internal stakeholders; maintains confidentiality of highly sensitive information, is adaptable to competing demands, and demonstrates the highest level of reception, perception, and response; prioritizes conflicting needs; handles matters proactively and follows through on projects to successful completion, often under enormous deadline pressures; composes and produces letters and documents that are sometimes confidential, processes material from rough draft to final form; provides other administrative support as necessary.
• Plan and coordinate events and meetings, including scheduling venues, information technology support, catering, and other related logistics; coordinates and monitors maintenance services; maintains and orders supplies; serves as a liaison to ES stakeholders.
• Assist Proposal Writers with meeting tight deadlines through multi‑tasking; incorporate graphics including flow charts, org charts, tables, and logos into proposals; create, update, maintain, and assemble supporting materials for proposals; create custom covers for proposals based on existing templates; ensure production of documents that reflect corporate standards; perform copying, collating, and other administrative duties as needed to support the proposal production process.
• Securely file and archive executed contracts; provide virtual and physical signatures to contracts for execution; maintain records of upcoming contract expirations and renewals.

Requirements

• Undergraduate degree preferred
• Familiarity with email, Microsoft Office, and scheduling software preferred
• Previous experience in a demanding and high‑stakes environment

Skills

• Strong analytical and problem solving skills
• Excellent writing and communications skills
• Effective multi‑task skills through priority setting and time management
• Strong organizational skills
• Self‑starter and goal‑oriented – a must
• Strong attention to detail
• Demonstrated ability to meet tight deadlines
• Flexibility to changing priorities
• Effective relationship‑building skills
• Time management, planning, and multi‑tasking skills
• Ability to work independently
• Ability to learn quickly
• Problem‑solving skills
• Knowledge of graphics file formats and their applications
• Basic typesetting skills

Pay

The minimum full‑time salary range is between $65,000 and $75,000. This position is eligible to participate in an annual incentive program.

Schedule

Full‑time