Job Description

Position Purpose

This position will provide specialized administrative support to Vice President and department. They will perform a broad range of administrative duties to support the daily business operation including planning and scheduling meetings, managing customer inquiries, reviewing documents and planning events. This role requires the ability to take initiative, analyze many factors and use judgment to make informed decisions. They must be able to manage access to confidential business, associate, and candidate information. This role requires excellent communication with all levels of staff whether in person, via email or over the telephone.

Job Duties And Responsibilities:

• Performs both routine and complex administrative and operational functions in support of a manager and/or business unit staff. Composes various types of correspondence, compiling and integrating data from a variety of sources. Creates, edits, proofreads and publishes formal presentations and reports adhering to established style guides and management/business unit preferences.
• Facilitates management and business unit communications through email and hard copy. Provides support by assisting with the development of internal communications from draft state to final publication. Manages and routes sensitive and confidential information. Manages various email inboxes.
• Maintains management and business unit calendars and manages conference room schedules. Plans, coordinates and schedules meetings, appointments and conference calls. Reserves meeting spaces and equipment. Attends staff meetings and other meetings and records meeting minutes.
• Coordinates internal and off-site meetings and events including scheduling facilities, equipment and catering. Prepares, assembles and distributes meeting agendas and event materials. Makes travel arrangements, coordinating flights, car rental, and hotel accommodations as needed.
• Processes monthly credit card statements, out-of-pocket expenses, and invoices for management and/or business unit. Creates, submits and monitors expense reports and associated documentation using internal expense reporting system. Coordinates various daily, weekly, monthly reporting.
• Responds to internal and external inquires regarding the business unit via email and telephone. Screens and routes telephone calls, assisting callers as required. Relays messages to appropriate team members. Greets visitors in a professional and courteous manner. Notifies staff of visitors and/or directs visitor as appropriate.
• Establishes and manages paper and electronic filing systems. Prepares, reviews, distributes and files routine correspondence, memoranda, letters and reports. Gathers, sorts and distributes incoming office mail.
• May serve on one or more project teams that require cross collaboration of team members. Facilitates communication efforts throughout the business unit and assists in tracking project timelines and meeting deadlines.
• Provides back-up support and coverage to other administrative staff as required. May train and assist less experienced administrative assistants within the same business unit. Develops and maintains positive working relationships. Supports groups initiatives and works to reach common goals.
• Each team member is expected to be aware of risk within their functional area. This includes observing all policies, procedures, laws, regulations and risk limits specific to their role. Additionally, they should raise and report known or suspected violations to the appropriate Company authority in a timely fashion.
• Performs other related duties as required.

Required Knowledge, Skills, & Abilities:

• Three years of experience in an administrative support role performing a wide variety of administrative and/or operational responsibilities.
• Associate degree is preferred.
• Previous experience supporting senior level management, preferably within a large corporate, professional environment.
• Ability to work well under pressure with composure.
• High-level proficiency in Microsoft Office suite of products.
• Proven ability to manage projects and work under pressure.
• Strong teamwork skills and a strong ability to offer suggestions to improve processes.
• Ability to work collaboratively with others.
• Ability to be flexible and adaptable in response to changing priorities and needs.
• Ability to maintain confidentiality
• Strong relationship management skills.

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