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Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Review and approve invoices, reports, memos, letters, financial statements, and other documents.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Prepare agendas and make arrangements for committee, board and other meetings.
Make arrangements for travel, planning meetings, etc.
Submission of travel and other expense sheets for the supported leaders as well other administrative submissions needed like IT requests
Respond to requests that come in for items like periodic organizational chart updates, seating charts, etc,
Manage an extremely active calendar of appointments; ensure that the executives stay on track during their day; prioritize meeting requests and handle conflicts or scheduling changes proactively
Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access if needed
Triage and do basic troubleshooting for hardware. Software and phone issues. office supply management, and other general office management functions
Liaison with customer and internal exec level
Develop and maintain cross divisional relationships with other admin assistants
Handle adhoc admin duties as they arise
Qualifications:
2 year degree or equivalent work experience
5-7 years’ experience required.
Experience working with executives mandatory
Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
Expert ability to work independently and manage ones time.
Expert ability to keep information organized and confidential.
Expert ability in event planning, budgeting, etc.
Build relationships across teams, offering help and welcoming ideas from others to drive work forward in an inclusive manner
Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.
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