Administrative Assistant IV
About The Position
Performs administrative duties that may include, scheduling & coordinating meetings/appointments, overseeing and executing meeting logistics & schedules, scheduling conference rooms, greeting visitors, arranging travel (both domestic and international), completing expense reports, organizing major functional meetings, plus any other administrative tasks that need to be performed. Calendar & meeting management - Proactively identify and resolve scheduling conflicts and prioritize meetings to ensure efficient use and preferred allocation of executive's time. Engages frequently with individuals outside organization (customers) and/or internal individuals, both of significant importance to the company. Contacts involve planning and preparation of communications, requiring tact, persuasion, and negotiation skills. Coordinate complex domestic and international travel arrangements, including itineraries and agendas, directions, transportation, and lodging. Prepare and process expense reports. Plan and organize regular staff meetings, including agenda and materials preparation, tracking attendance, and organizing logistics. Manage a variety of meetings including invites, agenda, slide organization, and meeting minutes/action items. Maintain organizational charts for senior executives and their teams. Anticipates and coordinates projects/assignments, organizes own schedules, and that of others, to meet deadlines. Translates complex and/or technical, in-depth thoughts into documents (letters/memos/presentations, etc.) by researching the subject; anticipates needs for communications; makes suggestions for improvements in existing. Acts as a conduit of communication to and from Sr. Leadership. Supports onboarding for new senior-level staff Supporting engagements between the senior leaders and the broader teams on the sites, generating a welcoming and engaging site environment Working closely with the HR and communications teams on leadership messaging and engagements May be responsible for various components of initiatives to include: Developing and adhering to timetables Coordinating large meetings/events Preparing status reports, records, and documents Securing vendor estimates and purchase orders, processing invoices, ensuring vendor quality Overseeing the execution of deliverables
Requirements
- Associate's degree or equivalent experience
- Minimum of 5 years experience
- Exceptional interpersonal skills, both written and verbal
- Ability to maintain a high degree of confidentiality and discretion
- Ability to take initiative and drive projects to completion
- Demonstrate high levels of professionalism and customer orientation
- Ability to work effectively and partner with peers
- Exceptional administrative and organizational skills
- Excellent problem-solving skills
- Demonstrated ability to effectively utilize MS Office programs, including Teams and SharePoint
- Ability to work independently, multi-task, and prioritize daily workload
Nice To Haves
- Bachelor's Degree preferred
Responsibilities
- Scheduling & coordinating meetings/appointments
- Overseeing and executing meeting logistics & schedules
- Scheduling conference rooms
- Greeting visitors
- Arranging travel (both domestic and international)
- Completing expense reports
- Organizing major functional meetings
- Calendar & meeting management
- Coordinate complex domestic and international travel arrangements
- Prepare and process expense reports
- Plan and organize regular staff meetings
- Manage a variety of meetings including invites, agenda, slide organization, and meeting minutes/action items
- Maintain organizational charts for senior executives and their teams
- Anticipates and coordinates projects/assignments
- Translates complex and/or technical, in-depth thoughts into documents
- Acts as a conduit of communication to and from Sr. Leadership
- Supports onboarding for new senior-level staff
- Supporting engagements between the senior leaders and the broader teams on the sites, generating a welcoming and engaging site environment
- Working closely with the HR and communications teams on leadership messaging and engagements
- Developing and adhering to timetables
- Coordinating large meetings/events
- Preparing status reports, records, and documents
- Securing vendor estimates and purchase orders, processing invoices, ensuring vendor quality
- Overseeing the execution of deliverables
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
Number of Employees
5,001-10,000 employees
