The Administrative Assistant will support the operational and administrative needs of a department with primary support to the Vice President and team. Major responsibilities include: calendar management, invoice and expense coordination, office management and meeting coordination.
The Administrative Assistant will support the team, including the Vice President and Directors. This individual will proactively manage and maintain the Vice President's calendar and will take accurate, timely phone messages. As needed, s/he will book travel including flights, hotels, car rentals and reservations. The Administrative Assistant will track departmental vacation schedules, time off and will coordinate all time-sheets. S/He will manage expense reports, coordinate departmental invoices, and prepare powerpoints and spreadsheets as needed. This individual will be responsible for general office management including management of office supplies, assisting in the logistical preparation of conferences and meetings (selecting the site, coordinating catering, assisting in material preparation, AV and conference room) and coordination of shared materials across departments. S/He will also be responsible for ad hoc projects.
Required qualifications include prior administrative experience with exceptional interpersonal skills, business writing & verbal communication skills. Proven mastery in Microsoft Office Applications with emphasis on powerpoint and excel. The ideal candidate must be deadline driven with flexibility and superior organizational skills. At least 2+ years of administrative experience supporting a team and senior level executives in a fast paced environment. The candidate must be flexible with changing job requirements as the business needs change. The ideal candidate will need to have the ability to resolve problems without close supervision.