Assistant Jobs

About The Position

Requirements

• A minimum of a High School diploma is required.
• A minimum of 4 years of administrative experience is required.
• Experience leading business support projects is required.
• General systems proficiency and the ability to learn new systems quickly are required.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) is required.
• Experience managing multiple complex calendars via Outlook is required.
• Experience scheduling meetings and coordinating off-site meetings is required.
• Experience coordinating domestic and international travel is required.
• Experience in handling sensitive and confidential information and documents is required.
• Flexibility to accommodate a changing work schedule and sensitivity to international time zones is required.
• Excellent verbal, written, and interpersonal communication skills are required.
• Must have a strong sense of urgency, while maintaining a high degree of professionalism.
• Strong organizational skills, judgment, and reasoning abilities are required.
• Must be a strong team player with the ability to coordinate with other administrative staff.
• The ability to work and partner with all levels of the organization, including senior management, is required.
• The ability to multi-task and work under minimal supervision in a dynamic, fast-paced environment is required.

Nice To Haves

• Associate degree is preferred.
• Experience providing administrative support to managers with global responsibility is preferred.
• Experience with Ariba, Aravo or a related accounts payable system is preferred.
• Experience with Concur or a related travel and expense reporting system is preferred.
• Experience with SharePoint, Zoom, Teams, finance systems, or human resources systems is preferred.

Responsibilities

• Manage a highly complex business calendar with a keen sense of prioritization and time management to ensure maximum effectiveness of time use.
• Coordinate departmental senior leadership meetings and related leadership activities.
• Collect and consolidate management data/reports for the business, to track performance against goals and corporate strategy.
• Organize confidential files, manage relevant data, and maintain accurate records.
• Coordinate all travel arrangements as needed and process expense reports on time.
• Plan and coordinate global department meetings, celebrations, and off-site meetings.
• Interact with various levels of management on a day-to-day basis while handling confidential documents and materials with discretion.
• Balance the necessity of managing the calendar tightly while establishing a friendly, accessible-to-all atmosphere with peers, within the organization, and outside of it as well.
• Exercise independent discretion and judgment to solve complex problems regarding project, department, or division-related work.
• Coordinate activities related to hiring and onboarding of staff.
• Coordinate contracts, agreements, and purchase orders.
• Lead or support key departmental or organizational business support projects, such as facility moves, onboarding process improvements, or Administrative Assistant Community of Practice initiatives.

Benefits

• Employees are eligible to participate in the Company’s consolidated retirement plan (pension) and savings plan (401(k)).
• Vacation –120 hours per calendar year
• Sick time - 40 hours per calendar year; for employees who reside in the State of Colorado –48 hours per calendar year; for employees who reside in the State of Washington –56 hours per calendar year
• Holiday pay, including Floating Holidays –13 days per calendar year
• Work, Personal and Family Time - up to 40 hours per calendar year
• Parental Leave – 480 hours within one year of the birth/adoption/foster care of a child
• Bereavement Leave – 240 hours for an immediate family member: 40 hours for an extended family member per calendar year
• Caregiver Leave – 80 hours in a 52-week rolling period
• Volunteer Leave – 32 hours per calendar year
• Military Spouse Time-Off – 80 hours per calendar year