Senior Administrative Assistant, Global Communications & Public Affairs

CORE WORK ACTIVITIES

• Schedules appointments and meetings or makes travel arrangements for department personnel, evaluating alternatives and making decisions regarding pricing and logistical issues.
• Congresses and provides meeting notes with responsibility of managing follow-ups for leadership meetings within each team.
• Schedules complex scheduling; organizing and maintaining files; expense report and invoice processing; and coordination of team meetings, agendas, materials, and communications.
• Responds to various types of requests made of the leaders they support, both routine and those requiring research and follow-up.
• Determines the urgency level of conflicting priorities. Prioritizes some aspects of the work for their leaders, such as identifying critical items and ascertaining which items are to be delegated to subordinate managers, handled by the leader, or handled by the incumbent.
• Composes various types of correspondence or documents, many times on behalf of the leaders. Correspondence may be directed toward outside partners, vendors, customers, owners, or senior-level executives.
• Researches complex questions and problems regarding departmental or administrative policies, procedures, information or services.
• Supports tracking, management, and organization of department inventory and electronic documents.
• Miscellaneous tasks including but not limited to: onboarding new Associates, coordinating Work Exit and Work Readiness, creating and maintaining org charts, and coordinating office spaces.
• Provides backup support for various tasks performed by others.

CANDIDATE PROFILE

• Education and Experience
• Required: - High school diploma or GED; 4 years’ experience as an administrative assistant or related professional area. OR - 2-year degree from an accredited university in Business Administration, Hotel and Restaurant Management, or related major; 2 years’ experience as an administrative assistant or related professional area - Experience multitasking and executing core administrative processes (e.g. calendaring/schedule management, drafting department communications, managing processes such as expense reports and time sheets) and using advanced functions of Microsoft Word and Outlook and basic functions of Excel and PowerPoint - Experience navigating department and company missions, functions, organization structures, policies, and procedures; as well as developing and maintaining relationships with other administrative staff, particularly those supporting executives
• PREFERRED: - Experience with Event Planning and coordination - Experience in a corporate setting in a matrix organization