What You Will Do- JOB SUMMARY
Under general supervision, responsible for providing administrative support managing complex schedules, handling diverse organizational tasks, and coordinating intricate travel arrangements, all while maintaining keen attention to detail, discretion, and sensitivity to confidential information.
- WHAT YOU WILL DO
- Schedule Management:
- Manage and coordinate complex calendars for multiple individuals, prioritizing and scheduling meetings, appointments, and events.
- Anticipate scheduling conflicts and proactively suggest alternative solutions.
- Ensure individuals are well-prepared for meetings, including providing agendas, background information, and briefing materials.
- Manages requests and inquiries independently, demonstrating sound judgment and decision-making aligned with stakeholder needs
- Travel Arrangements:
- Arrange and coordinate domestic and international travel, including flights, accommodations, transportation, and itineraries.
- Ensure all travel arrangements align with corporate travel policies and meet the executives' preferences.
- Manage visa applications and ensure compliance with international travel requirements.
- Expense Management
- Processes expenses, invoices, purchase orders, and ad hoc payment requests, thoroughly verifying the accuracy of invoices before presenting them for final approval.
- Meeting & Event Support:
- Organize and prepare for meetings, including gathering and preparing materials, setting up conference rooms, and handling logistics.
- Prepares and distributes agendas, records and circulates meeting minutes, and ensures follow-up on action items until completion
- Greets and welcomes internal and external guests, maintaining a professional and courteous atmosphere
- Project managing key events for the Leadership Team
- Supports event planning and coordination for corporate events, executive off-sites, and team-building activities.
- Collaborates with other departments to ensure cross-functional coordination of events.
- Confidentiality and Discretion:
- Handles confidential matters with a high level of professionalism, discretion, and confidentiality
- Ensures compliance with all company policies and legal requirements regarding confidentiality and data protection.
- Office & Relationship Management
- Maintain a well-organized office environment, including managing supplies and coordinating with facilities for any necessary support.
- Provide backup support to other administrative staff as needed.
- Build and maintain strong working relationships with internal and external stakeholders
- Represent the leadership team with professionalism and a positive attitude in all interactions.
- Acts as an ambassador within the business demonstrating our Connections Behaviors
- Works with colleagues and ensures knowledge of the business is up to date with what is happening (across the business)
- Performs other job-related duties as assigned
Qualifications- REQUIRED MINIMUM QUALIFICATIONS:
Education and Experience:
- High School Diploma / GED
- 5+ Years related work experience to include, but is not limited to
- C-Suite level support
- Working in a corporate / fast moving environment
- Using third-party travel systems to book travel and accommodations, while also ensuring that visa requirements are met and second passports are obtained if necessary
- Managing multiple calendars simultaneously, ensuring seamless coordination and prioritization of appointments and meeting
- Must be 21 years of age or older
Knowledge of:
- Advanced proficiency with Microsoft Office (Outlook, Word, Excel, & PowerPoint) and Microsoft Teams
- Knowledge of SAP Concur, Workday, and the processes for raising purchase orders, completing expenses, and tracking finances
Skilled in:
- Connecting the dots across the business, identifying overlapping meetings or travel plans, and proactively suggesting more efficient ways to coordinate and optimize schedules
- Verbal and written communication
- Attention to detail
- Problem/situation analysis
- Effective time and task management
- Multitasking capabilities
- Flexibility and adaptability
Ability to:
- Read, write, and speak English fluently
- Manage multiple work projects, coordinate the calendars of multiple individuals, and organize multiple travel arrangements concurrently
- Maintain a highly professional approach and remain calm under pressure
- Communicate to a broad and diverse audience
- Plan, organize, prioritize and manage projects or programs
- Maintain effective working relationships
- Demonstrate critical thinking
- Work with diverse populations and varying education levels
- Receive and communicate information orally and in writing
- Prioritize assignments, workload, and manage time accordingly
Work Environment and Physical Demand - Requires light physical effort. Occasionally lifts or moves light objects (under 10 lbs.).
- Walks, sits, or stands for prolonged periods.
- Requires prolonged machine operation including computer and keyboard equipment.
This job description is intended to be generic in nature and describe the essential functions of the job. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities, and overtime eligibility may vary based on the specific tasks assigned to the position.
What We Offer• Competitive benefits package that includes medical/dental/vision/life insurance/disability plans
• Dollar for dollar 401k match up to 6% and 5% annual company contribution
• 15 Company-paid holidays
• Generous paid time off
• Employee recognition and discount programs
• Education assistance
• Employee referral bonus program
Annual Base Salary Range: $72,596 - $90,745
Final compensation will be determined based on experience, qualifications, and internal equity. This role may also be eligible for annual bonus or incentive compensation.
Applicant InformationThis job description describes the essential functions of the job at the time the job description was created, but it is not an exhaustive list of tasks, duties and responsibilities. In addition, the position may evolve or change over time and such changes may not be reflected in the job description until it is next updated.
