Executive Assistant in Blue Bell, PA

Unisys•Blue Bell, PA

7d•Onsite

About The Position

The Executive Admin is accountable for providing high-level administrative and professional support to executives and/or professionals within a medium to large size business group. This role monitors and ensures that all established administrative and operational processes and control standards are followed and makes recommendations on process improvement. In addition, it establishes a deep knowledge of the Executive’s quarterly and annual business cycles and proactively manages calendar and events in advance preparation. This position performs intermediate to advanced analytical functions for purposes of contributing to the effective and efficient operation of the business group. It coordinates and manages programs, events, conferences and other internal or client functions, often requiring the Senior Administrative Assistant to be available after hours in consideration of multiple time-zones.

Requirements

Typically, 5-7 years’ experience within senior administrative/ professional support function in a fast paced environment, dealing with moderately complex issues and managing conflicting priorities.
Knowledge of financial processing standards, and key business processes.
Deep understanding of the organizational unit, its functions and products, and customer groups.
Very good understanding of the processes, policies and procedures required for supporting the business unit.
Strong analytical and mathematical capabilities.
Ability to organize high complexity and high-volume business information and develop it into cohesive, professional reports and presentations, with little guidance and ability to recognize and respond to business related issues within the scope of the material.
Detail oriented, extremely well organized, and able to manage time and multi-task to accomplish a multitude of tasks, with conflicting priorities and timelines.
Very proficient at administrative tasks, and ability to coach and mentor more junior staff.
Expert level MS Outlook, Word, Excel, PowerPoint
Good project management skills to coordinate and lead a variety of initiatives.
Exceptionally strong communication skills, both written and verbal.
Ability to deal with clients in a professional and courteous manner, and to develop and leverage professional working relationships.
Ability to leverage knowledge of the organization and the supported business unit’s uniqueness, to carry out accountabilities.
Ability to work both independently, as well as to play a leadership role in building a cohesive team.
Ability to deal with confidential materials in an appropriate manner.

Nice To Haves

Some knowledge of technical services industry preferred.

Responsibilities

Develops and leverages relationships across business units, senior leadership, colleagues and external clients to foster and support cross-functional and international coordination while carrying out accountabilities.
Writes, edits and manages organization-centric materials such as communications, correspondence, presentations, reports, including deciding on or recommending content.
Accountable for disseminating communications to facilitate timely and effective communications.
Full discretion and management of professional’s calendars, email, contacts.
Manages and coordinates logistics for client events, conferences.
Manages complex international multi-leg travel, often requiring continuous changes, and rescheduling.
Manages complex Executive calendars considerate of numerous scheduling and professional requirements.
Understands that schedules change and must remain flexible and supportive in coordination efforts.
Represents and Liaises for the Executive when appropriate with the Executive team members.
Interfaces with internal and external executives on behalf of business leaders in coordination of meetings, events, presentations, conferences, client entertainment, etc.
May be required to manage databases or specialized software programs on behalf of business group.
Works with Business Analysts to develop and produce customized reports, and ensure data quality is maintained on behalf of the business.
Runs various regular weekly and monthly reports.
Develops and edits high quality Power-Point presentations leveraging past material and current brand guidelines.
Manages and processes project expenses including reallocations to the appropriate expense/project code.
Reviews and verifies invoices for processing and payment in adherence with department processes, guidelines and vendor agreements.
Identifies, develops, recommends and implements cost saving opportunities whenever possible for the benefit of the group and for the department as a whole.
Processes, verifies, and monitors expenses and develops and maintains an efficient filing system to ensure reports, correspondence and financial documentation are maintained and readily available.
Establishes and maintains organized electronic filing systems to ensure that business and operational reports, forms, and other business documentation are readily available.
Maintains and tracks staff vacations and absences in accordance with divisional guidelines to ensure consistency in entitlement and to determine staff availability.
May coordinate a smooth onboarding for department new hires requiring coordination with various support groups, including but not limited to: Information technology, HR and Administration to insure peripherals are provided and access is granted.
Provides coaching and mentoring to more junior colleagues to assist them in developing capability to carry out current job accountabilities and to expand the types and levels of work they perform in the future.
Performs back-up function for other administrative staff during vacation or other absences to ensure that administrative support is provided on an ongoing basis.
Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc).
Supports Executives and is a member of the broader Administration team providing back-up and support to peers including other Executive Assistants, Administrative Assistants and Office Management staff.
Vacation and out of office time to be considerate of back-up availability.
Assists with insuring department visitors have reserved workstations, are equipped with necessary equipment and are provided information on the local area.