Advanced Associate, Administrative Support

About the role

We're seeking an Advances Associate, Administrative Support to add to our Professional Assessments team. This role aligns to industry level titles such as Executive Assistant, Senior Executive Assistant, Executive Administrator, Executive Support. The role supports the SVP, Professional Assessments and is integral in the successful delivery and fulfillment of assigned program(s). The Executive Assistant will provide administrative support to the SVP, accommodating shifting priorities in a dynamic environment. Reporting to the SVP, this professional and highly confidential position assists with calendar, office, event, proposal, and contract management while promoting a collaborative work environment.

Responsibilities

• 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.
• Compose and produce letters and documents that are sometimes confidential, process material from rough draft to final form.
• Provide 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; and 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.
• 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 contract for execution.
• Maintain records of upcoming contract expirations and renewals.