Responsibilities include all administrative functions of the department: office supplies, calendar management, scheduling travel, managing correspondence and scheduling couriers, processing expense reports, planning meetings/events and on-site support, creating or revising business documents, preparing presentations from source materials, and business system support.
Responsibilities
- Provide advanced administrative support to VP level or equivalent. May provide backup support to other staff as needed. Proactively identifies and resolves scheduling conflicts.
- Order office and other department supplies. May include some support for tracking budget expenditures.
- Coordinate and maintain departmental files, as assigned, in compliance with corporate and legal guidelines.
- Responsible for compliance with applicable Corporate and Divisional Policies and procedures. Follows purchasing and requisition procedures, Corporate Security and Privacy Rules, Corporate Branding Guidelines, and Copy Center procedures (if applicable).
- Utilize intermediate to advanced software skills to perform assigned work. Uses and understands Microsoft Office Suite and other business-specific software, including Corporate Travel website and other programs.
- Coordinate new employee office setups and onboarding.
- Professionally interact with high level executives.
- Consistently handle confidential or business-sensitive information.
- Maintain and manage calendars, including meeting and travel scheduling and domestic and international travel arrangements.
- May train/coordinate work with other department administrative assistants at other sites.