Executive Admin Assistant

About the role

Responsibilities include all administrative functions of the department: answering phones, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, meeting/event planning, creating or modifying business documents, preparing presentations from source materials, handling teleconference and BlackBerry setups, acting as a liaison for remote access issues.

Responsibilities

• May include some support for tracking budget expenditures.
• Coordinates and maintains departmental files, as assigned, in compliance with corporate and government regulations.
• Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable). Orders business cards and stationery.
• Uses intermediate to advanced software skills to perform work assigned.
• Uses and understands Microsoft Office Suite and other business-specific software, including the Corporate Travel Web site, and employee performance management systems (as applicable).
• Coordinates new employee office set-ups and onboarding.
• May train/coordinate work for new administrative assistants.
• Responsible for implementing and maintaining the effectiveness of the Quality System.
• Consistently interacts with high-level executives.
• Intermediate to advanced knowledge and understanding of business processes and requirements.
• Frequently handles confidential or business-sensitive information.
• Data is typically employee-level or one-dimensional.
• Maintains and manages calendars, including meeting and travel scheduling and domestic and international travel arrangements.
• Proactively identifies and resolves scheduling conflicts.
• Primary point of contact for manager's schedule.

Required Qualifications

• High School Diploma and 12+ years of experience; or Associates degree or higher and 10+ years of experience
• Minimum 5 years of experience as an Administrative or Executive Assistant
• Independent, self-starter who can taking initiative
• Strong communication and collaboration skills
• Operates with general instruction and some supervision
• Intermediate to advanced knowledge of Microsoft Office Suite, Adobe Acrobat, Visio or OrgPlus, and Lotus Notes.

Preferred Qualifications

• Experience using Concur for expense reporting and travel management
• Experience working at a Global company, supporting 3 or more VP's

Pay

The base pay for this position is $22.50 – $45.00 per hour. In specific locations, the pay range may vary from the range posted.