Sr Administrative Assistant

About the role

We are seeking a highly professional, dedicated, and motivated individual to join the team as a Senior Administrative Assistant supporting the GVP and VPs of our Global Conference Operations Team. In this role you will work in a fast-paced environment with highly productive, results focused, and passionate teams. The Senior Administrative Assistant is a critical team member and ensures that the operations of the Global Conference Operations department run smoothly and efficiently.

Responsibilities

• Performs diversified administrative tasks and special assignments in support of the GVP of Conference Operations along with 6-8 Global Operations VPs, according to Company and Department procedures while exercising a high degree of discretion and initiative.
• Interacts in a professional manner with senior executives internally and externally.
• Works autonomously to manage projects and maintain communication with interested parties.
• Serves as “center of excellence” by bringing together task forces, inclusive of individuals across the company, to problem-solve complex issues.
• Proven ability to analyze data, research ideas, and coordinate projects.
• Act as project ambassador by providing proactive support on important projects, meetings, presentations, etc., by ensuring task forces are properly staffed.
• Excellent ability to build and maintain relationships across the Events business, as well as the company, to ensure collaboration on key initiatives.
• Demonstrates decision making ability within scope of responsibilities and identifies problems within process flow (i.e. meeting agendas, participants, etc.). Recommends & modifies project processes to ensure efficiency and effectiveness; adjusts approaches when common issues arise.
• Fully manages the calendar of the GVP/VPs and collaborates with the staff of other members of the Conferences Leadership team and OC as needed.
• Captures and coordinates detailed domestic and international travel arrangements, as well as meeting and event planning.
• Participates in team meetings/events and other activities that improve processes and morale.
• Understands the administrative role and provides support, mentoring and guidance to colleagues.
• Administrative duties include: entering and reviewing T&E submissions, taking meeting minutes, conference and video call scheduling, communication drafting, spreadsheet/PowerPoint creations, etc.
• All other duties as assigned.

Requirements

• Bachelor’s degree preferred, advanced degree a plus.
• 8+ years of experience in an administrative/project management capacity.
• Ability to maintain complete confidentiality and discretion in business relationships and exercise sound business judgment.
• Experience with project coordination/management.
• Must have an excellent work ethic. Maintains a high sense of urgency.
• Excellent communications skills (written and oral).
• Ability and willingness to travel domestically and internationally.
• Advanced problem solving, organizational and analytical skills.
• Must be proficient in Microsoft Word, Outlook, PowerPoint and Excel.
• Must be highly organized with good time management skills.
• Must have a high attention to detail.
• Willingness to travel approximately 5 times per year globally.