Administrative Assistant
About The Position
We are seeking a highly organized and proactive Administrative Assistant to provide direct support to the Division Vice President and Division Controller. This in‑office role is essential to maintaining smooth daily operations, clear communication, and efficient coordination across the Division. This position handles a wide range of administrative responsibilities, including travel arrangements, hotel blocks, event coordination, contract support, Division meetings, training logistics, and disaster‑readiness organization. The ideal candidate is detail‑oriented, resourceful, and able to manage sensitive information with professionalism and discretion.
Requirements
- Proven background in administrative support, executive assistance, or office coordination.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to manage multiple priorities.
- Ability to maintain confidentiality, professionalism, and discretion.
- High level of technical and systems proficiency.
Nice To Haves
- 2+ years of supervisory or people‑management experience.
- Experience negotiating contracts with vendors, hotels, or service providers.
- Experience using AMEX/Concur for travel and expense management.
- Strong financial acumen, including budgeting, forecasting, and reporting.
- Ability to travel for work, when required.
Responsibilities
- Provide daily administrative support to the Division Vice President and Division Controller.
- Manage complex calendars, appointments, and Division‑wide meeting schedules.
- Prepare and distribute internal reports, communications, and presentations.
- Maintain confidential files, documentation, and accurate records.
- Support contract review and coordination while ensuring confidentiality.
- Book all Division travel, including flights, hotels, rental vehicles, and itineraries.
- Secure hotel room blocks and negotiate contract terms with vendors and hotels.
- Coordinate Division meetings, leadership visits, trainings, and on‑site events.
- Support vendor pricing, logistics, hospitality, and contract arrangements.
- Provide onsite or after‑hours support during major meetings or events, as needed.
- Assist with financial projections, budgeting tasks, and expense tracking.
- Support contract administration in coordination with the Corporate Legal team.
- Maintain accuracy and compliance with internal financial guidelines.
- Coordinate disaster‑planning resources and maintain updated emergency materials.
- Support Division initiatives, celebrations, and team‑building projects.
- Conduct research and prepare briefing materials or presentations.
- Recommend and support improvements to administrative systems and procedures.
Benefits
- Comprehensive benefits package including Medical, Dental, Vision, PTO, 401(k), and Life Insurance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
