Corporate Administrative Assistant

About the role

The Administrative Assistant supports the Corporate Functions including Investor Relations, Treasury, Financial Planning & Analysis (FP&A), and Tax. This role reports to Vice Presidents and Directors within these organizations.

Responsibilities

• Receive, sort, and distribute mail to Directors and Vice Presidents.
• Cook up and manage domestic and international travel arrangements.
• Process expense reports through the Concur system and manage travel reimbursements.
• Organize and coordinate local and offsite meetings, conferences, receptions, and special events.
• Provide backup support to other Executive Assistants as needed.
• Order and maintain office supplies and business cards.
• Manage calendars, schedule meetings, reserve conference rooms, and coordinate meeting logistics.
• Coordinate passport applications and work/travel visas.
• Aid in PowerPoint presentations, Excel spreadsheets, Word documents, correspondence, and budget-related materials.
• Support Investor Relations earnings call preparations, including organizing and staging presentation materials.
• Create deposit records and process hard-copy check deposits for Treasury.
• Provide administrative support to the Vice President of Tax and the Tax Department.
• Cook up FP&A team recognition events, annual budget meetings, and serve as the Hackett Connect administrator.
• Manage record retention and document archiving processes.
• Process invoices, purchase requisitions, purchase orders, and related documentation in compliance with corporate policies and procedures.
• Perform additional administrative duties and special projects as assigned.

Qualifications

• Education: Bachelor’s degree from an accredited four-year college or university.
• Experience: 7+ years of experience as an Administrative Assistant supporting multiple Directors, Vice Presidents, or other executive-level leaders.
• Skills: Advanced proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and email management; strong computer and organizational skills; ability to prioritize multiple assignments and consistently meet deadlines; demonstrated ability to maintain confidentiality and handle sensitive information with discretion; self-motivated with a proactive approach to completing assignments; strong problem-solving and independent decision-making abilities; ability to manage multiple projects and administrative responsibilities simultaneously; exceptional attention to detail and process orientation; strong interpersonal skills with the ability to work effectively in a culturally diverse environment; collaborative team player with excellent communication skills; strong customer service and stakeholder management capabilities.